What are the responsibilities and job description for the Admin & Fiscal Support Specialist (0080754) position at University of Hawaii?
Description
Title: Admin & Fiscal Support Specialist
Position Number: 0080754
Hiring Unit: ADMINISTRATION, AUXIL ENT, AUXILIARY SERVICES
Location: UH at Manoa
Date Posted: 02/24/2025
Closing Date: 3/11/25
Band: A
Salary : salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Permanent
Duties and Responsibilities
(*denotes essential functions):
1.*Assists the manager with the daily operations at the Manoa Campus for the University Housing, Food, and Mail Services departments.
2.*Performs basic office duties such as maintaining records and files, conducting basic research, assisting with transactions, and responding to customer inquiries.
3.*Provides advisement on policies, procedures and practices related to University Housing, Food, and Mail Services at Manoa and responds to general inquiries.
4.*Assists with planning, scheduling, and distributing work assignments to clerical staff and student employees in all three areas of operations.
5.*Assists the manager with recommending and implementing process improvements to enhance operational efficiency.
6.*Assists with preparing required reports, surveys, and statistics.
7.Assists with developing policies and procedures, maintaining manuals, and training employees.
8.*Prepares and reviews work orders and requisitions for goods and services and ensures compliance with University policies and procedures.
9.*Reviews and responds to inquiries and complaints regarding University Housing, Food, and Mail Services. Refers complex, unusual, and unresolved problems to the manager; including but not limited to by communicating with clientele, gathering information, trying to find resolution and provide information to clientele.
10.Attends meetings, training and other activities/events that may require travel and work outside of normal business hours including, weekends and/or holidays.
11.*Assists the manager with all communications with university departments and outside agencies for administrative tasks.
Mail Services
1.*Provides Standard Mail services including delivering mail, affixing postage, sorting mail, and assisting customers with mail preparation.
2.*Ensures compliance with U.S. Postal Service and university policies and procedures, including accurate and timely preparation of mail to meet multiple drop-off and pick-up deadlines.
3.*Develops a thorough understanding of USPS regulations and synthesizes materials for dissemination.
4.*Develops and recommends changes to Mail Services operations and technology applications.
University Housing
1.*Assists the manager and other personnel in maintaining accurate and updated records of available University Housing units, rental times, tenants, and applicants.
2.*Creates and maintains an accurate spreadsheet of available University Housing units, rental times, tenants, and applicants.
3.*Prepares and sends University Housing applications and bulletins to various individuals and departments.
4.*Reviews and processes University Housing applications for completeness and participant eligibility, and assigns units.
5.*Assists with coordination of University Housing check-in procedures and lease agreements.
Food Services
1.*Assists in administering and monitoring Food Services contracts to ensure compliance with operating, special, and general conditions. Reports back on compliance with contract terms, scheduling and conducting inspections of facilities, correcting minor noted deficiencies, reviewing contract modification requests, and ensuring that the operations adhere to the contracted agreed-upon conditions.
2.*Schedules periodic inspections of Food Services facilities with contractors. Corrects any deficiencies by documenting the issues, notifying the relevant personnel or contractors, and following up to ensure that the corrections are made in line with the process outlined in the contract.
3.*Assists in reviewing, evaluating, and recommending action on requests for contract modifications including the contracted maximum pricing our vendors can sell items, vending pricing, and concession pricing.
4.*Assists in the administration of the vending program including responding to refund requests, working with contractors to resolve issues with machines, monitoring sales, and responding to customer complaints.
5.*Reviews sales reports submitted by Food Services vendors, processes payments for deposit, and maintains corresponding reports.
6.*Orders, receives, and monitors inventory of products from contractors.
Other duties as assigned.
Minimum Qualifications
1.Possession of a baccalaureate degree in Business Administration, Educational Administration, Public Administration, Travel Industry Management, or related field and 0 year(s) of progressively responsible professional experience with responsibilities for administrative and fiscal support; 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 the principles, practices, and techniques in the area of business administration, demonstrated by knowledge, understanding, and ability to apply concepts and terminology.
3.Functional knowledge and understanding of the principles, theories, federal and state laws, rules, regulations, and systems associated with business administration.
4.Demonstrated ability to recognize problems, identify possible causes, and resolve the full range problems that may commonly occur in business administration.
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
Supplemental Minimum Qualifications:
8.Ability to work outside normal working hours, including evenings, weekends, and holidays.
9.Ability to travel for the purpose of attending meetings, training, and other activities.
10.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.
Desirable Qualifications : N/A
To Apply:
INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED
To Apply:
Click on the "Apply" button on the top right corner of the screen to complete an application and attach the required documents. In addition to the Application, applicants must attach the following:
- A cover letter outlining ways in which you meet the minimum and desirable qualifications;
- Official graduate and undergraduate transcript(s) showing degree and coursework to date appropriate to the position (copies of official transcripts are acceptable; however, original official transcripts will be required at the time of hire.) Transcripts issued 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. The expense of the evaluation shall be borne by the applicant.
- Academic record/grade summaries will NOT be accepted.
- Diplomas and copies will NOT be accepted.
- Resume
- Three (3) professional references with contact information (including email addresses and phone number)
NOTE:
- The application will be incomplete if materials are unreadable, illegible, password protected, missing, or corrupted; therefore, late or incomplete applications will not be considered. All requested documents/information become the property of the University of Hawai'i at Manoa Campus Services and will not be returned.
- Please do not include any self-identifying photos and redact any references to confidential information on submitted documents (social security number, date of birth, etc.).
If you have not applied for a position before using NEOGOV, you will need to create an account.
Inquiries: Email uhmcshr@hawaii.edu.
EEO, Clery Act, ADA
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/
