Admin & Fiscal Support Specialist for SAPFB (0097575T) READVERTISEMENT

Admin & Fiscal Support Spec

Position Number: 0097575T

Hiring Unit: OFC OF VP FOR STUDENT SUCCESS, STUDENT CO-CURRICULAR SUCCESS, STUDENT LIFE & DEVELOPMENT

Location: UH at Manoa

Band: A

Salary: salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Temporary

Duties and Responsibilities

1. Under the supervision of the Director of Student Life and Development (SLD) and/or their designee, provides administrative support including, but not limited to: answering phone calls and returning voicemails, monitoring emails, and drafting memos, etc.

2. Prepares and initiates fiscal documents on behalf of Student Activity and Program Fee Board (SAPFB), which includes but is not limited to: reimbursements, cash awards, requisitions, disbursement vouchers, petty cash requests, and interdepartmental orders.

3. Verifies proper receipt of supporting documentation for goods, services, travel expenses, registration, etc.; and resolves any discrepancies before processing payment requests or submits corrective documentation after conducting research as needed. Follows up on all complaints and requests for late payment.

4. Oversees and implements all administrative tasks related to the semester funding cycle which includes but is not limited to: assisting the SAPFB board in promoting and advertising, scheduling informational and funding hearing sessions, creating applications, assembling the master spreadsheet, and drafting and disseminating award letters.

5. Posts requests for goods and services on appropriate UH marketplaces and websites, in accordance with established University and departmental policies and procedures.

6. Assists in monitoring expenditures for compliance with approved annual budget, reconciles monthly reports and preparing financial revenues and expenditure statements for SAPFB accounts.

7. Attends SAPFB executive & general board meetings, information sessions, funding hearings, award deliberations, and public forums upon the request of the board, the SAPFB advisor and/or the SLD Director.

8. Maintains general correspondence and records, which includes but is not limited to personnel records, SAPFB student employee timesheets, board member appointment terms and memos, meeting agendas & minutes, etc.

9. Develops and updates SAPFB operational manuals on an annual basis.

10. Assists in recruiting, scheduling interviews and evaluating new SAPFB board members.

11. Provides support for Registered Independent Organizations (RIOs) which includes but is not limited to registration, orientation, policy review, Involvement Fair, etc.

12. Recruits, interviews, selects, supervises, trains, counsels, and evaluates students involved in co-curricular employment opportunities with SAPFB.

13. Manages the ordering and tracking of office supplies, giveaway items, equipment and other operational items.

14. Understands and communicates University policies and procedures to students and student organizations as well as the intent, rationale, and philosophical approach underlying such policies and procedures.

15. Maintains, organizes, and files award tracking spreadsheets, post-event evaluation forms and analyses by award type over the years.

16. Assists the SAPFB board and/or the Director of SLD or their designee in data collection and analysis of funding support impact and function.

17. Provides support to other areas within the Office of Student Life and Development when requested.

18. Participates via institutional and/or personal membership in relevant professional associations.

19. Works beyond normal business hours including evenings, weekends, and/or holidays as needed.

20. Other duties as assigned.

*Denotes Essential Function

Minimum Qualifications

1. Possession of a baccalaureate degree in business, accounting, finance or related field and 1 year(s) of progressively responsible professional experience with responsibilities for accounting, fiscal services, office administration, or student affairs program 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 accounting, fiscal services, office administration, or student affairs program management 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 accounting, fiscal services, office administration or student affairs program management.

4. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of accounting, fiscal services, office administration or student affairs program management.

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.

8. Functional knowledge of administrative and organizational processes as applied to the management of operations, services, facilities, and programs.

9. Ability to interpret and apply legal and policy provisions to situations consistently.

10. Ability to work effectively with a wide range of populations.

11. Ability to work outside of normal working hours, including evenings, weekends, and holidays, as directed.

Desirable Qualifications

1. Demonstrated ability to review financial reports, and discern trends and concerns from such reports.

2. Ability to multi-task and perform in a high paced environment.

3. Demonstrated ability to pay attention to detail.

4. Knowledge in Higher Education, Chartered Student Organizations and/or the management of mandatory student fees.

University of Hawaii system