Admin & Fiscal Support Spec - PCSU (pos# 0081448)

Title: Admin & Fiscal Support Spec

Position Number: 0081448

Hiring Unit: C OF NAT SCI, PACIFIC COOPERATIVE STUDIES UNIT

Location: UH at Manoa

Date Posted: 01/17/2025

Closing Date:  03/02/2025

Band: A

Salary : salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Permanent

Duties and Responsibilities 

1.       Prepare, facilitate, and/or process purchase orders, direct payments, travel requests/completions, contracts, stipends and other related procurement and fiscal activities through UH and RCUH and in compliance with agency and University and RCUH rules, regulations, guidelines and procedures. Procurement and purchasing signing approval based on approved limit. 

2.       Perform monthly reconciliation of project expenditures; generate monthly invoices ensuring compliance with funding agency's requirements.

3.       Keep abreast of current University policies, procedures, regulations, directives and State and Federal statutory requirements, i.e., Hawaii Revised Statues, Hawaii Administrative Rules, and Federal Acquisition Regulations.

4.       Maintain accurate account of project budget information and expenditures, develop financial spreadsheets, and perform regular audits and reconciliations as necessary.

5.       Maintains project files in accordance with established practices and procedures.

6.       Assists with the preparation of a variety of reports for the PCSU Director.

7.       Assists with the preparation of contracts and budgets.

8.       Conduct verification of compliance with contract and agreement terms and conditions.

9.       Assists in the maintenance scheduling and conduct of inventory of instruments, equipment and/or supplies.

10.     Collaborates with the College of Natural Sciences Office of Administrative Services on personal and fiscal transactions.

11.     Supervises day to day work of student assistants, which includes identifying and making work assignments, reviewing assigned work, and providing training and feedback to the assistants.

12.     Performs other related project fiscal administration support duties as required by the PCSU Director.

13.     Other duties as assigned.

Minimum Qualifications 

1.       Possession of a baccalaureate degree in Business Administration or related field and 2year(s) of progressively responsible professional experience with responsibilities for Business Administration/Management; or equivalent education/training or experience.

2.       Functional knowledge of principles, practices and techniques in business administration or 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 business administration or management.

4.       Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the business administration or 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.       Any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

9.       Demonstrated ability to prioritize and organize workload to meet frequent scheduled deadlines.

10.     Demonstrated ability to work with a diverse team of internal and external constituents or stakeholders.

11.     Able to work as a team member and to proactively investigate, recognize and resolve fiscal procurement and operating issues. 

Desirable Qualifications 

1.       Familiarity with policies and procedures, regulations and guidelines of the State of Hawaii and Federal Government.

2.       Familiarity with the policies and procedures of higher education.

3.       Knowledge of administrative service policies and procedures of the University.

4.       Familiarity with Hawaiian conservation and cultural challenges and approaches to their improvement.

To Apply:

Click on the "Apply" button on the top right corner of the screen to complete an application and attach required documents. Applicant must submit the following: (1) resume, (2) cover letter indicating 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 DATA (ie. social security number, birth date, etc.) REDACTED. If requested transcripts are unobtainable by closing date, please indicate so where transcripts are required as an attachment. You will have a grace period of 7 days from closing date to email copies of your transcripts to cnshr@hawaii.edu. Official transcripts will be required if selected to fill the position. INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED.

Note: If you have not applied for a position before using NeoGov, you will need to create an account.

Inquiries: cnshr@hawaii.edu

The University of Hawai'i is an Equal Opportunity Institution and is committed to a policy of nondiscrimination in employment, including on the basis of veteran and disability status.  For more information, visit:  https://www.hawaii.edu/offices/eeo/policies/

 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/