Administrative and Fiscal Support Specialist (#0079681T)

Title: Administrative and Fiscal Support Specialist

Position Number: 0079681T

Hiring Unit: Student Affairs  

Location: Kapi‘olani Community College 

Date Posted: February 3, 2025

Closing Date: February 18, 2025, 11:59 PM HST   

Band: A

Temporary/Permanent: Temporary  

Full-Time/Part-Time: Full-Time          

Funding: Federal

Other Conditions: Federally funded position, pending position clearance, availability of funds, satisfactory performance, and program needs.

Introduction:  

Native Hawaiian Career & Technical Education Program (NHCTEP) is responsible for providing support to ensure Native Hawaiian students who are pursuing degrees in Career Technical Education (CTE) programs to both graduate and find employment in their chosen fields. The Student Services Specialist is responsible for supporting the Educational Specialist in coordinating the NHCTE program and working collaboratively with other APT and faculty employees who support Native Hawaiian student participation and success in CTE programs. This position provides direct support to the student beneficiaries and is critical to meeting grant reporting requirements for the U.S. Department of Education Native Hawaiian CTE Program.

Duties and Responsibilities

(NOTE: * Denotes Essential Functions)

• *Under the supervision of the Kulia ma Kapi‘olani Project Coordinator, provides fiscal and administrative support to achieve the project objectives and deliverables for the Kulia ma Kapi‘olani project. 

• *Assists with grant development, implementation, and evaluation. Assists in the preparation and submission of grant applications by drafting budgets, budget narratives, and conducting research on the grant objectives.

• *Serves as liaison with the campus Business Office. Advises Principal Investigator and Project Coordinator, faculty and staff on appropriate Federal, State, and UH policies and procedures on fiscal issues and fund availability and commitments.

• *Independently prepares, facilitates, and/or processes purchase orders, direct payments, travel requests/completions,contracts, stipends and other related procurement, fiscal, and personnel activities in compliance with agency, federal, state, and University rules and regulations.

• *Keep abreast of current University policies, procedures, regulations, directives and State and Federal statutory requirements.

• *Maintains accurate account of project budget information and expenditures, develops financial spreadsheets, and performs regular audits and monthly reconciliations as necessary. Monitors and evaluates expenditures against the budget plan and ensures prospective expenditures are appropriate against the grant in accordance with policies and regulations.

• *Generates monthly invoices ensuring compliance with funding agency's requirements. Initiates, reviews and ensures correctness of documents. Reviews financial statements for accuracy and resolve discrepancies.

• *Ensures integrity of financial information in KFS and RCUH systems and compliance with the Office of Management and Budget (OMB) Uniform Guidance and specific terms and conditions of the sponsoring agency Alu Like, Inc. and prime sponsor U.S. Department of Education Office of Postsecondary Education. 

• *Monitors funding and account NTE dates. Prepares required documents to process funding and account NTE changes and extensions in a timely manner.

• *Provides administrative support to the Project Coordinator by preparing internal and external correspondence, project management timelines, progress reports, and presentation materials. Gathers, interprets, and analyzes information and presents results to the Project Coordinator.

• *Assists with developing and implementing metrics and information gathering to provide trends-analysis in program areas. Assists in assessing and making necessary program modifications and maintaining and enhancing program functions and features. Independently generates and edits reports, agendas, letters, and complex documents (e.g., quarterly reports) that require specific formatting.

• *Develops and maintains databases for various program activities such as curriculum, student recruitment trends, enrollment, graduation and attrition. Analyzes and interprets data to generate reports for evaluations and presentations.

• *In consultation with the Project Coordinator, organizes and plans meetings, conferences, workshops and major training events, including assisting with developing agendas, identifying key stakeholders/attendees, and managing participant registration. 

• Provides support for student recruitment efforts such as information sessions and career fairs as requested.

• *Duties may include evenings and weekends as needed.

• Other duties as assigned

Minimum Qualifications

1. Possession of a baccalaureate degree in Business Administration, Public Administration, Social Sciences, Humanities, or related field and 1 year of progressively responsible professional experience with responsibilities for accounting, procurement, grant management; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

2. Considerable working knowledge of principles, practices and techniques in the area of Student Affairs and student support as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.

3. Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with Student Affairs and student support.

4. Demonstrated ability to resolve wide ranging complex problems through the use of creative reasoning and logic to accurately determine the cause of the problems and the resolution of the problems in an effective, innovative and timely manner. 

5. Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials. 

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

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

8. Demonstrated professional experience in grant management, evaluation, budget management and report writing.

Desirable Qualifications

1. Possession of a Master's degree in Business Administration, Public Administration, Social Sciences, Humanities, or related field.

2. Prior experience with post award administration of federal contracts and grants.

3. Prior university experience in financial management.

4. Familiar with the Kuali Financial System (KFS), Research Corporation of the University of Hawai‘i (RCUH), eTravel, myGRANT and/or other University of Hawaii systems.

5. Demonstrated ability to interpret state and federal regulations and mandates, specifically as they apply to the fiscal matters, procurement, grants and contracts to ensure compliance.

6. Evidence of commitment to Kapi‘olani Community College’s vision of positioning itself as a model indigenous serving institution whose graduates strengthen the social, economic, and sustainable advancement of Hawai‘i and the world.

INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED (Read the"To Apply" section carefully)

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:

1. Cover letter;

2. Resume;

3. The names and contact information (telephone number and email addresses) of at least three professional references; and

4. 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

Incomplete applications will NOT be accepted.

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 Kapi‘olani Community College 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.).

• Applications lacking copies of transcripts will be reviewed based on work experience equivalency to meet minimum qualifications (MQs). All minimum qualifications must be met by the closing date.

• If you have not applied for a position before using NEOGOV, you will need to create an account.

Inquiries: Kapi‘olani Community College, Human Resources Department, kapcchr@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 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 reasonable accommodation for any part of the application and hiring process should contact the EEO coordinator directly.  Determination of requests for reasonable accommodation will be made on a case-by-case basis.  For further information, please refer to the following link: 

www.hawaii.edu/offices/eeo/accommodation-request/ 

Kapi'olani Community College does not discriminate on the basis of age, race, sex, color, national origin, or disability in its programs and activities. For more information or inquiries regarding these policies, contact Section 504 Coordinator, (808) 734-9575, 4303 Diamond Head Road, 'Ilima 209, Honolulu, HI 96816; Title IX Coordinator, (808) 734-9542, 4303 Diamond Head Road, 'Iliahi 116