Admin & Fiscal Support Specialist (0097632T)

Admin & Fiscal Support Spec

Position Number: 0097632T

Hiring Unit: School of Ocean and Earth Science and Technology (SOEST)

Location: UH at Manoa

Date Posted: September 18, 2026

Closing Date: October 7, 2026

Band: A

Salary: salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Temporary

Other Conditions: To begin approximately November 2026. Continuation subject to availability of funds and satisfactory performance.

Duties and Responsibilities (*denotes essential functions)

1. Provides administrative and fiscal support to the School of Ocean and Earth Sciences and Technology (SOEST) under the direction of the Director of Administrative Services. Provides assistance to units and/or programs as assigned.

2. Assists in the day-to-day planning, management, and coordination of program and project initiatives and events.

3. Responsible for the day-to-day office operations including office communication and disseminating information, maintaining and managing an effective filing system (including for confidential information), maintaining department inventory of supplies and equipment, developing and updating internal administrative procedures, scheduling appointments and use of conference rooms, coordinating incoming and outgoing mail and deliveries, greeting and orienting newcomers and visitors, etc.

4. Supervises and trains student assistants with daily administrative operations procedures and practices within the office. Takes corrective action as necessary.

5. Ensures all goods and services are purchased in compliance with established Federal, State, and University policies and procedures.

6. Receives and attends training to ensure compliance with applicable laws, rules, policies, procedures and practices.

7. Advise members on various fiscal policies and procedures. Provides recommendations on various procurement issues, including travel, within established policies and procedures.

8. Prepares and audits various fiscal documents such as purchase orders, authorization for payment, travel request and completion reports, purchasing card, etc. Creates and maintains records and spreadsheets for travel reports.

9. Responsible for the procurement and inventory for departmental supplies, services and equipment. Initiates follow-up action with vendors and departmental requisitioners to ensure timely and proper payment.

10. Prepares PCard purchases and reconciliation in accordance with University regulations.

11. Assists in monitoring expenditures in accordance with specific budget guidelines; reconciles accounts and maintains records to facilitate the oversight of department funds.

12. Assist new foreign researcher/visitors with appropriate visa applications. Complete required visa request paperwork, obtains signatures & submit all forms to the appropriate office in a timely manner to ensure visa will be obtained prior to appointment date.

13. Prepares and audits paperwork for hiring UH and RCUH personnel, including but not limited to casual, temporary and permanent UH hires, graduate assistants, and student assistants. Determine the most appropriate hiring source. Assists with submitting timesheets as needed.

14. Prepares and audits overload forms for both faculty and graduate assistants. Assist with preparing and submitting associated payment forms as required.

15. Provides advice and guidance to Principal Investigators (PIs) on the timeline of contracts and grants processing which encompasses the beginning of the proposal to the end of the project. Also keeps abreast of various deadlines as needed.

16. Assists assigned unit's Department Chair and Graduate Chair with department and program operations, e.g. drafts and routes departmental documents (memos, job postings, graduate assistantship offers, faculty reappointments), responds to internal and external requests, assists with course scheduling and catalog updates.

17. Assists assigned unit's Admissions Chair with fielding program inquiries, receiving, organizing and reviewing student applicant files, assisting prospective students with the application process, serving as a liaison and point of contact for prospective and incoming students.

18. Maintains educational records for assigned unit's students including data, progress forms, and evaluations.

19. Assists with collecting and summarizing data for internal and external program and evaluation activities (e.g. for internal requests, ABET accreditation or extramural grant reporting).

20. Assists with the administration and maintenance of the assigned unit's intranet and the online administrative system.

21. Assist with various logistics for planning and preparing for conferences, workshops, outreach, and similar events. Including, but not limited to preparing the fiscal transactions for related purchases and assisting with on-site coordination as assigned.

22. Other Duties as Assigned

Minimum Qualifications

1. Possession of a baccalaureate degree in Business Administration or related and 1 year(s) of progressively responsible professional experience with responsibilities for business management; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

2. Functional knowledge of principles, practices and techniques in the area of professional administrative and program support demonstrated by knowledge, understanding and ability to apply concepts, terminology.

3. Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with professional administrative and program support.

4. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of professional administrative and program support.

5. Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.

6. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members and individuals.

7. Demonstrated ability to operate a personal computer and apply word processing software such as Microsoft Word, Excel, Adobe Acrobat, and other commonly used software.

8. Demonstrated ability to prioritize and complete multiple tasks with conflicting deadlines.

9. Demonstrated ability to analyze, interpret, and use sound logic and judgment when applying administrative policies and procedures.

10. Demonstrated ability to produce work that is detail oriented, accurate, neat, and organized and must be able to follow up on assigned tasks through satisfactory completion.

Desirable Qualifications

1. Ability to work successfully in an environment with a wide range of personalities and needs, while maintaining a positive attitude.

2. Experience with academic office administration management in an academic/university environment.

3. Familiarity with UH and RCUH policies and procedures

4. Experience with UH and RCUH accounting, and personnel systems.

5. Strong organizational skills.

To Apply:

Click on the "Apply" button on the top right corner of the screen and attach the required documents. Applicants must submit the following: (1) cover letter indicating how you satisfy the minimum and desirable qualifications, (2) resume, (3) names and contact information of 3 professional references and (4) copies of transcripts with confidential identifiable information (i.e. social security number, birth date, etc.) redacted are acceptable, but official transcripts will be required at the time of hire.

Incomplete and late applications will not be considered.

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Inquiries: Juanita Andaya; View phone number on click.appcast.io; View email address on click.appcast.io