Admin & Fiscal Support Specialist

Description

Title: Admin & Fiscal Support Specialist
Position Number: TBD
Hiring Unit: School of Hawaiian Knowledge
Location: UH at Manoa
Reports to: Director of Kamakakuokalani Center for Hawaiian Studies
Date Posted: 11/27/2024
Closing Date: 12/12/2024
Band: A
Salary: salary schedules and placement information
Additional salary information: minimum salary $51,684/year, $4,307/month
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Permanent
Other conditions: Pending position clearance
 
This position reports to the Director of Kamakakuokalani Center for Hawaiian Studies.
 
Duties and Responsibilities 
 

1. *Provides administrative & fiscal support to all Center for Hawaiian Studies staff, including but not limited to dept faculty, researchers, graduate & undergraduate students, & visitors. 
2. *Initiates and processes all UH/Research Corporation of the University of Hawaii (RCUH) fiscal-related transactions including, but not limited to, reimbursements, stipends, purchase orders, travel requests/completion, etc., according to state and federal laws and University policies. 
3. *Works closely with the Administrative Office in ensuring that expenditure of funds are consistent with budget plans.
4.  *Works closely with Professors, researchers, and Graduate Assistants to communicate and process various RCUH Financial and HR Portal functions for hiring of Post Docs, Researchers, Post Doc stipends and salaries. Assists with RCUH related Purchase Orders, Reimbursement for purchases, and Travel Reimbursements.
5. *Works closely with Professors, researchers, and Graduate Assistants to communicate and process various University of Hawaii Foundation and their Financial Department documents for donations, grants, purchase orders, reimbursement for purchases, and travel reimbursements.
6. *Disseminate monthly seminar and community information for department faculty, staff, and graduate assistants.
7. *Tracks and reviews graduate applicant records, the application process, and assists with the analysis of each semester for department faculty review and decisions.
8. *Prepare & audit paperwork for hiring new personnel, which includes but not limited to faculty, graduate assistants, post docs, technicians & student help. Determine the most appropriate hiring source working in consultation with the            Human Resources Specialist. Also, assists with submitting timesheets as needed.
9. *Prepare and audit overload forms for both faculty and graduate assistants. Assist with preparing and submitting associated payment forms as required.
10. May provide assistance with day-to-day operations, including office communication and disseminating information, ordering, and managing office supplies, project files, inventories, developing and updating internal administrative procedures, scheduling appointments and use of conference rooms, etc., according to established UH, RCUH, state, and federal policies and procedures.
11. Maintains the center’s online data and various UH databases for use in annual departmental reports, faculty reviews, and special reports.
12. *Maintains records for current and past department faculty, staff, students, and graduate assistants.
13. Assists in planning, logistics, and management of department-related events and activities in accordance with University rules and regulations.
14.  Assists Principal Investigators with current policy & procedures for research proposal submissions. Provides administrative remedies to problems as necessary.
15. *Hires, trains, and manages and supervises department office student assistants.
16. Other duties as assigned

(*Denotes essential functions)
 
Minimum Qualifications  
 

1. Possession of a baccalaureate degree in Business Administration, Public Administration, Educational Administration, or related field and 1 year(s) of progressively responsible professional experience with responsibilities for program and/or fiscal administration; 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 business 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 procurement and financial management.
4. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of business 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.

1. Demonstrated ability to operate a personal computer,       apply word processing and spreadsheet software, and work with Microsoft Office and Google platforms         

Supplemental Minimum Qualifications     
 

1. Ability to multi-task in a fast-paced environment.

Desirable Qualifications  
 

1. Experience with responsibilities for academic office administration management in a university environment.
2. Familiarity with database applications such as UH Manoa Kuali Financial Management System, RCUH Personnel and Fiscal Portal, UH Manoa Office of Research Services MyGrant database.
3. Familiarity with UH/RCUH personnel and fiscal policies and procedures.

To Apply:
 Note: If you have not applied for a position before using NeoGov, you will need to create an account.
 
Click on the "Apply" button on the top right corner of the screen to complete an application and attach required documents.

 (1) resume
 (2) cover letter indicating interest in the position and how the minimum and desirable  qualifications of the position are met
 (3) the names and contact information (telephone number and email addresses) of at least three professional references, and
 (4) copies of educational transcripts with CONFIDENTIAL INFORMATION (ie. social security number,  birth date, etc.) REDACTED. 
If requested transcripts are unobtainable by closing date, please indicate so in your cover letter. Unofficial transcripts are acceptable upon application but official transcripts will be required if selected to fill the position.  

 Incomplete applications will not be considered.
 
 Inquiries: Kamana Beamer, beamer@hawaii.edu 

EEO/AA, Clery Act, ADA

The University of Hawai'i is an Equal Opportunity/Affirmative Action Institution and is committed to a policy of nondiscrimination on the basis of race, sex, gender identity and expression, age, religion, color, national origin, ancestry, citizenship, disability, genetic information, marital status, breastfeeding, income assignment for child support, arrest and court record (except as permissible under State law), sexual orientation, domestic or sexual violence victim status, national guard absence, or status as a covered veteran.  For more information or inquiries regarding these policies, please refer to the following link: http://www.hawaii.edu/offices/eeo/eeo-coordinators/

Employment is contingent on satisfying employment eligibility verification requirements of the Immigration Reform and Control Act of 1986; reference checks of previous employers; and for certain positions, criminal history record checks.

In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, annual campus crime statistics for the University of Hawai'i may be viewed at: https://www.hawaii.edu/titleix/help/campus-security/, or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office.

In accordance with Article 10 of the unit 08 collective bargaining agreement, bargaining unit members receive priority consideration for APT job vacancies. As a result, external or non BU 08 applicants may not be considered for some APT vacancies. BU 08 members with re-employment rights or priority status are responsible for informing the hiring unit of their status. 

Accommodation Request:  The University of Hawai'i complies with the provisions of the Americans with Disabilities Act (ADA).  Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the EEO coordinator directly.  Determination on requests for reasonable accommodation will be made on a case-by-case basis.  For further information, please refer to the following link: https://www.hawaii.edu/offices/eeo/accommodation-request/ 

Salary : $51,684