Admin & Fiscal Support Specialist (pos #77868T)

Title: Admin & Fiscal Support Specialist

Position Number: 0077868T

Hiring Unit: Pacific Biosciences Research Center (PBRC)

Location: Kewalo Marine Laboratory (KML)

Date Posted: January 6, 2025

Closing Date: Continuous - application review begins January 22, 2025.  Priority review will be given to applications received before January 22, 2025 at 12:00am Hawai'i Standard Time (HST).  Applications will be accepted until the position is filled.  

Band: A

Salary : salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Temporary

Funding:  Special Funds

Other Conditions:  To begin approximately February 2025 or as mutually agreed upon, subject to position clearance and/or availability of funds.  Renewal of appointment is contingent on satisfactory performance, departmental need, and/or availability of funds.  This is not a remote position.

Duties and Responsibilities: 

1. *Provides administrative, personnel and fiscal support to all Kewalo Marine Laboratory (KML) staff, including but not limited to faculty, visiting  colleagues, graduate & undergraduate students, and visitors.
2. *Provides staff support in contracts and grants management, including preparing proposals and awards, and submitting materials through institutional and agency systems.
3. *Manages daily office functions, including communications, filing systems, mail handling, and welcoming visitors.
4. *Prepares and reviews travel requests and reports for faculty, staff, and students, ensuring compliance with policies and procedures.
5. *Assists with managing procurement functions and processing fiscal documents, including preparing and auditing purchase orders, requisitions, invitations to bid, requests for proposals/quotations, P-card expenditures, and payments for service contracts, equipment, and supplies.  Ensure all purchases comply with Federal, State, and University guidelines and are processed in a timely and accurate manner.
6. *Assists in monitoring expenditures in accordance with specific budget guidelines; reconciles accounts, prepares budget reports as needed,  and maintains records to facilitate the oversight of various funds.
7. *Utilizes software programs used by campus and UH System to include KFS, eTravel, and the RCUH procurement system to process various  fiscal documents.
8. Assists with updating the KML website in collaboration with PBRC's IT support staff.
9. *Assists with providing administrative support to other PBRC administrative offices as needed.
10. Other duties as assigned.

1. Possession of a baccalaureate degree in Business Administration, Liberal Studies, or related field and 0 year(s) of progressively responsible professional experience with responsibilities for 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 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 administrative support.
4. Demonstrated ability to recognize problems, identify possible causes and resolve the full range of problems that may commonly occur in 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 such as Microsoft Word, Excel, Adobe Acrobat, and other commonly used software.
8. Demonstrated ability to prioritize and complete multiple tasks with conflicting deadlines.
9. Demonstrated ability to produce work that is detail oriented, accurate, neat, and organized and must be able to follow up on tasks through satisfactory completion.
10. Ability to work successfully in an environment with a wide range of personalities and needs, while maintaining a positive attitude.
11. Ability to embrace, apply and use technology to maximize effectiveness and efficiency.

1. Professional work experience in an academic/university environment.
2. Familiarity with the University of Hawaii's policies and procedures.
3. Familiarity with federal extramural funding agencies and experience with the grant submission process.
4. Experience with UH and RCUH financial systems.

• Cover letter explaining how you meet the minimum and desirable qualifications,
• Resume,
• The names and contact information (telephone number and email addresses) of three professional references, and
• Official transcript(s) showing degree(s) conferred and course work appropriate to the position (copies are acceptable during the application process; however, official transcripts sent directly from the degree granting institution will be required at the time of hire).  Transcripts issued outside of the United States of America require 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.

• The application will be considered incomplete if any of the required documents are not included or are unreadable.  Incomplete applications will not be considered.
• 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).
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