Admin & Fiscal Support Spc (97262T)

Title: Admin & Fiscal Support Specialist

Position Number: 0097262T

Hiring Unit: University of Hawaii at West Oahu/Chancellor’s Office

Location: Kapolei

Date Posted: 01/22/2025

Closing Date: 02/05/2025

Bands: A

Salary: Salary Schedule and Placement Information

Additional Salary Information: Commensurate with qualifications and experience 

Full Time/ Part Time: Full Time

Month: 11-month

Temporary: Temporary

Duties and Responsibilities:

• Responsible for support services in project administration, fiscal and operational functions in support of grants and contracts.
• Administer grant/contract, post-award, in accordance with applicable laws and regulations in compliance with agency requirements.
• Perform procurement functions, i.e., preparation of requests for quotations, purchase orders, contracts, and proposal/bid/technical specifications, ensuring all purchases are in compliance with Federal, State, and University guidelines and procedures.
• Advise faculty and staff on appropriate Federal, State and UH policies and procedures on fiscal and personnel issues.
• Assist PI with the preparation of grant proposals and project reports to include online submissions of reports.
• Applies methods, techniques, and principles of the specialty area in Kuali, Superquotes, UH Foundation and RCUH procurement policies & procedures.
• Assists senior personnel in the performance of detailed and routine work, e.g., manually tracking grant sub-accounts or performs or assists with reviews and analyses to provide information.
• Prepares reports and reviews timelines to assist the Project Director in meeting project deadlines and commitments.
• Prepare and review travel requests and documents using Kauli system and completion reports for project faculty, staff, and visitors, ensuring appropriateness, correctness and compliance with established policies and procedures.
• Initiate, review and ensure correctness of documents and other paperwork for hiring personnel, including temporary hires and casual hires, and student assistants.
• Analyzes, develops, reviews, or administers management or administration of purchasing, travel, and procurement in collaboration with Grants Administrator.
• Independently performs complex application of UH, RCUH, and U.S. DOE financial requirements in procurement and purchasing involving application of policies, regulations, accepted methods, and practices.
• Assist with research to meet procurement guidelines and compliance.
• Liaison with Fiscal Office, Human Resources, UH Foundation, and RCUH in maintenance of budgets, personnel matters, scholarships, and other administrative activities.
• Prepare fiscal reports and records necessary for budget preparation and periodic operational status reports for grants, contracts, and post-awards.
• Maintain a database of files, data, and records for operational reports and grant reports.
• May include weekend and evening hours.
• Other duties as assigned.

Minimum Qualifications

1.   Possession of a baccalaureate degree in Accounting, Business Administration, Public Administration, or related field and 2 year(s) of progressively responsible professional experience with responsibilities for business 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 modern 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 purchasing and payments.

4.   Demonstrated ability to recognize problems, identify possible causes and resolve the full range of problems that may commonly occur in the processing of procurement and payments.

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.   Ability to establish and maintain rapport with faculty, staff, federal/private grant administrators, and the general public.

9.   Organized, detail oriented, and able to follow through on tasks/projects with minimal supervision.

Desirable Qualifications 

1.   Knowledge of federal regulations pertaining to the administration of contracts and grants, and the administrative service policies and procedures of UH and RCUH.

2.   Demonstrated ability to interpret state and federal regulations and mandates, specifically as they apply to fiscal matters, procurement, grants, and contracts to ensure compliance.

1. Resume;
2. Cover letter indicating how you meet the minimum and desirable qualifications of the position;
3. Transcript(s) verifying degree and coursework to date appropriate to the position.  (Copies of transcripts are acceptable; however, original official transcripts will be required at the time of hire.  Academic record/grade summaries will NOT be accepted.  Diplomas and copies will NOT be accepted.)  Documents issued from an institution outside the United States of America require a course-by-course analysis with an equivalency statement from an agency having membership with the National Association of Credential Evaluation Services, Inc., verifying the degree equivalency to that of an accredited institution within the USA. Expense of the evaluation shall be borne by the applicant; and
4. Transcript(s) must be attached to receive credit for degree(s).  To upload transcript(s), click on “  Add supplemental attachment” after uploading required attachments.  Applications submitted without transcripts will be reviewed based on related professional level experience and/or training.