Admin & Fiscal Support Spec

Title: Admin & Fiscal Support Specialist

Position Number: 0097069T

Hiring Unit: Shidler College of Business - PACE Program

Location: UH at Manoa

Date Posted:  01/28/2025

Closing Date:  02/10/2025

Band: A

Salary : salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Temporary

Duties and Responsibilities 

1. *Assist the program managers and director of the Pacific Asian Center for Entrepreneurship (PACE) in all aspects of the overall program, including the coordination and implementation of existing and new programs in entrepreneurship, managing facilities, operations and administration, and fundraising.

2. *Assist with all administrative tasks, including fiscal, scheduling, and preparing and organizing information and data.

3. *Assist in coordinating and managing all aspects of on and off-site events, including preparation of event materials, venue set-up, on-site coordination and oversight, and other logistical support with lifting up to 25 pounds.

4. *Under supervision and direction of program managers, prepare and reconcile program and project budgets to maintain expenditures within budgetary guidelines.

5. *Under supervision and direction of program managers, gather data and metrics and prepare reports and presentations.

6. *Assist with promotion of PACE by performing student engagement activities, including but not limited to presentations to groups, individual meetings with students, and tabling at fairs and events.

7. Works on weekends and/or evenings as needed.

8. Other duties as assigned

*Denotes Essential Functions

Minimum Qualifications 

1. Possession of a baccalaureate degree in Communication, Business, Education, or related field and 0 year(s) of progressively responsible professional experience; 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 entrepreneurial education, and/or educational programs 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 educational programs.

4. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in educational programs.

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 and spreadsheet software. 

8. Demonstrated ability to prepare and reconcile budgets, record keep, and maintain digital records of financial documents.

9. Able to work non-traditional business hours, including nights and weekends as needed.

10. Demonstrated organizational skills to produce work and meet deadlines in an efficient manner and handle multiple projects with strong attention to detail.

11. Ability to produce work in a fast-paced and open work environment, while being adaptable to evolving initiatives.

12. Ability to travel independently to various geographical locations in a timely manner. Requirement may be fulfilled by a valid Hawaii Driver's license (class 3), comparable driver's license, or other means of transportation, which meets position needs.

13. Ability to move and lift 25 pounds independently or with assistance.
    
    

Desirable Qualifications 

1. Experience in developing and executing programs for university students and faculty.

2. Work experience in an entrepreneurial, high-tech, or startup environment.

3. Work experience in a public university or knowledge of university policies and procedures.

4. Proficiency in Adobe Creative Suite software.

5. Experience with HTML to create and edit online content.

6. Experience in fiscal management.

7. Experience in project management and special event planning.

8. Ability to work independently, think critically to make decisions and adapt to changing priorities in a dynamic work environment.

9. Experience working for a co-working venue or experience in facilities management.

10. Demonstrated ability to prepare requisitions for purchase orders, process invoices, and develop financial reports.

11. Experience in administratively supporting a team.

12. Experience in managing a team of student assistants or a team of students.

13. Experience in customer service (internal and/or external customers).

14. Ability to create and/or implement standard operating procedures as necessary. 

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 include the following required documents:

1. A cover letter indicating how you satisfy the minimum and desirable qualifications;
2. Current resume;
3. Official transcripts (copies acceptable for application, but if selected, original transcripts are required upon hire);
4. Names of three (3) professional references (including phone number and email addresses)

Inquiries: For further inquiries, please contact Sandra Fujiyama, Sandra.Fujiyama@hawaii.edu

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/