Admin & Fiscal Support Specialist (0081035)

Title: Administrative & Fiscal Support Specialist
Position Number: 0081035
Hiring Unit: College of Arts, Languages & Letters, School of Cinematic Arts
Location: UH at Manoa
Date Posted: 01/29/2025
Closing Date: 02/13/2025
Band: A
Salary: salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Permanent

Duties and Responsibilities

• *Provide support staff services in all areas of The School of Cinematic Arts including but not limited to, procurement, administration of extramural/intramural accounts/projects, budgets, and personnel management.
• *Provide a full range of administrative support on projects with resource constraints which require resolution of administrative problems.
• *Manage the daily operations of the front office including greeting visitors and serving as the initial intake point for mail, telephone calls, and e-mail inquiries.
• *Responsible for handling fiscal and budget matters, including the maintenance of fiscal records and tracking budgets for all fund types (special, federal, private, Research Corporation of the University of Hawaii (RCUH) and University of Hawaii Foundation (UHF), and reconciling accounts.
• *Advise Department Chair on matters related to the budget, including developing the department budget and any anticipated budgetary considerations. 
• *Assist Principal Investigators (PIs) with preparing, reviewing and submitting grant proposals to funding agencies, working in coordination with CALL Business Office and Office of Research Services (ORS).
• *Monitor, maintain, and administer intramural/extramural accounts/projects in accordance with established UH, State, Federal, RCUH rules, policies, and guidelines.
• *Responsible for preparing deposits, procurement transactions (including requisitions, P-card, interdepartmental orders, Superquote, etc.) and reimbursements (including travel), in accordance with applicable policies and procedures. Ensures accurate posting to accounts and resolves discrepancies with appropriate parties.
• *Responsible for processing personnel transactions, including but not limited to benefits, leave, letters of offers/invitation, onboarding, payroll, worker's compensation, etc.
• *Work with the College Human Resources office and UH Faculty and Scholar Immigration Services (FSIS) to initiate visa documents on behalf of faculty and staff.
• *Coordinate the processing of academic personnel documents including but not limited to tenure/promotion, contract renewal, post-tenure review, and/or emeritus.
• *Manage the recruitment and employment of student assistants and positions, in accordance with student employment policies and procedures; approves on-line Student Employment & Cooperative Education (SECE) timesheets for student assistants.
• *Assist the Department Chair with the coordination of departmental events with donors, industry, and community stakeholders.
• *Assist the Chair with internal/external communications, such as memos, letters, electronic newsletters, press releases and social media postings.
• *Take minutes of faculty/staff meetings.
• *Create and maintain necessary departmental files.
• *Assist in maintaining current equipment and controlled property inventory records.
• Other duties as assigned.

1. Possession of a baccalaureate degree in Business Administration, Human Resources, Liberal Arts, or related field and 0 year(s) of progressively responsible professional experience with responsibilities for accounting/fiscal administration, human resource management, or administrative 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 principles, practices and techniques in accounting/fiscal administration, human resource management, or administrative support 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 accounting/fiscal administration, human resource management or administrative support.
4. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of accounting/fiscal administration, human resource management, or administrative support.
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. Functional knowledge of spreadsheet applications such as Excel.

1. Knowledge of the principles and practices of modern office management.
2. Familiarity with administrative policies and procedures of UH, RCUH, and/or UHF.
3. Familiarity with UH HR and/or fiscal systems such as PeopleSoft, Kuali, eTravel and/or Jasper.
4. Experience working in a college or university academic department and/or business office setting.
5. Working knowledge of both Macintosh and PC computers.
6. Familiarity with media-based technologies.

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, originals required upon hire),    
4. Names of three (3) professional references (including phone number and e-mail addresses).