What are the responsibilities and job description for the Admin & Fiscal Support Specialist position at University of Hawaii?

Salary : $0.00 Semi-Monthly

Location : Hilo, HI

Job Type : Full-Time Permanent

Job Number : 2025-00440

Department : University of Hawai'i at Hilo

Division : College of Agriculture, Forestry & Natural Resource Management

Opening Date : 02 / 14 / 2025

Closing Date : Continuous

Position Number : : 0080431

Description

Title : Admin & Fiscal Support Specialist

Position Number : 0080431

Hiring Unit : College of Agriculture, Forestry & Natural Resource Management (CAFNRM)

Location : UH at Hilo

Date Posted : February 14, 2025

Closing Date : Continuous, first review on or about March 4, 2025

Band : A

Salary : salary schedules and placement information

Full Time / Part Time : Full-time

Month : 11-month

Temporary / Permanent : Permanent

Other Conditions : Appointment to begin approximately March 2025, pending position clearance and availability of funding.

Duties and Responsibilities (

denotes essential functions)
Prepare monthly, quarterly, and annual budget reports; prepare budget documents; review, analyze, evaluate and develop short-and long-range operating budget proposals. requests, and expenditure plans.
Maintain and monitor internal accounting and fiscal records for general funds, special funds, external funds and Foundation funds
Ensure that the College has financial resources to meet its goals and priorities : anticipate spending trends and adjust budget accordingly; manage resources; monitor expenditures and encumbrances, correct irregularities and report them to the Director.
Reconcile monthly program expenditures with University-generated reports; oversee and account for resources.
Complete, review, maintain, reconcile and audit fiscal transaction reports, forms, requests, and records in accordance with Federal, State and University requirements.
Assist the Director in preparation of special reports, project proposals, and analysis of program activities utilizing program data and information. Submit financial and fiscal reports to CAFNRM Director or UH Vice Chancellor for Academic Affairs Office upon request.
Interpret and advise on fiscal matters including development of options / alternatives and recommendations on budget policies, procedures, strategic fund transfers, and instructions.
Assist Director in planning and budgeting for various program activities.
Prepare personnel documents; monitor, prepare and submit payroll documents; arrange for travel authorizations and reimbursements; research and purchase supplies, equipment, and services; maintain and safeguard fiscal and personnel records and files.
Investigate and prepare justifications for administrative, fiscal and personnel actions in compliance with regulations.
Prepare and issue purchase orders, requisitions, invitations to bid, generate bid specifications, technical specifications, or requests for quotations.
Advise on procurement policies, procedures and requirements and assist members to refine procurement and travel requests while ensuring compliance with state administrative and contractual requirements.
Advise the Director of the progress of projects assigned, anticipated problems, and of major process or policy changes which may affect college operations.
Provide a full range of administrative support services to areas within the College that operate under resource constraints or require fiscal problem resolution.
Maintain open communication and liaison relationships with UH Hilo's Budget office, HR office, VC for Administrative Affairs office, & other UH Hilo administrative staff for guidance as needed regarding complex fiscal, personnel and related matters.
Recommend changes to program policies and standard operating procedures to improve operations and achieve the most efficient and effective service.
Maintain and periodically update the college and departmental web sites.
Other duties as assigned

Minimum Qualifications

Possession of a baccalaureate degree in business management and / or accounting or related field and one (1) year of progressively responsible professional experience with responsibilities for business management & / or fiscal management; or any equivalent combination of education and / or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

Functional knowledge of principles, practices and techniques in the area of institutional accounting and purchasing procedures demonstrated by knowledge, understanding and ability to apply concepts, terminology.

Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with fiscal and budget management.

Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of fiscal and business management field.

Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.

Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members and individuals.

Demonstrated ability to operate a personal computer, apply word processing software.

Organized, detail oriented, and able to follow through on tasks / projects with minimal supervision.

Desirable Qualifications

Minimum one year of successful office experience in a higher education institution setting, including accounting, purchasing, personnel, and record keeping.

Demonstrated ability to plan, organize, and direct the administrative business of an active office setting.

Demonstrated ability to prepare, implement, monitor, and safeguard budgets, payroll, personnel, purchasing, equipment, contracts, and other financial records.

Minimum one year of experience managing multiple state and / or federal budgets in a business office setting.

Demonstrated knowledge of database management, data mining software, financial systems, and spreadsheets.

Demonstrated ability to interpret and present information and ideas.

To Apply : Click on the "Apply" button on the top right corner of the screen to complete an application and attach each required document. A complete application must include :

Cover letter explaining how each minimum and desirable qualification is met

Resume

The names and addresses, email addresses and telephone numbers of three (3) current professional references

Transcript(s) showing degrees and course work appropriate to the position (copies are acceptable; however, original official transcripts will be required prior to employment).

Please do not include any self-identifying photos they will be redacted. PLEASE REDACT REFERENCES TO SOCIAL SECURITY NUMBERS AND BIRTH DATE ON TRANSCRIPT COPIES. All requested documents become the property of the University. All minimum qualifications must be met by the closing date. Incomplete applications will not be considered. Failure to submit all required documents and reference information shall deem an application to be incomplete.

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

Inquiries : Norman Arancon, Director, CAFNRM; normanq@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 /

Apply for this job

Receive alerts for other Admin & Fiscal Support Specialist job openings

Admin & Fiscal Support Specialist

What are the responsibilities and job description for the Admin & Fiscal Support Specialist position at University of Hawaii?

What is the career path for a Admin & Fiscal Support Specialist?

Job openings at University of Hawaii

Not the job you're looking for? Here are some other Admin & Fiscal Support Specialist jobs in the Hilo, HI area that may be a better fit.

We don't have any other Admin & Fiscal Support Specialist jobs in the Hilo, HI area right now.

AI Assistant is available now!