Administrative & Fiscal Support Specialist (Pos #79450T)

Title:  Administrative & Fiscal Support Specialist
Position Number: 0079450T
Hiring Unit:  UH at Manoa School of Nursing and Dental Hygiene, Hawaii State Center for Nursing
Location:  Honolulu / Manoa Campus
Date Posted:   January 21, 2025 (Readvertisement)
Closing Date: February 4, 2025
Band:  A
Minimum Monthly Salary: Salary Schedules and Placement Information
Full Time/Part Time: Full Time
Temporary/Permanent: Temporary
 
Other Conditions:
The Hawai`i State Center for Nursing (HSCN) was established by the Hawai`i State Legislature in 2003 “to address nursing workforce issues” (Act 198). Its mission is to engage in nursing workforce research, promote best practices and disseminate knowledge, cultivate a diverse and well–prepared workforce, support healthy work environments, champion lifelong learning, and strategically plan for sound nursing workforce policy. To know more about HSCN, go to https://www.hawaiicenterfornursing.org/

Expected to begin approximately February 2025 or as mutually acceptable. Renewal of appointment is dependent on performance, program needs and/or availability of funds. 

Duties and Responsibilities:

• ** Provides administrative support to the Director including but not limited to managing the Director's appointments, travel arrangements, scheduling of meetings, generating meeting agendas, notes and summaries as assigned.
• ** Provides administrative and fiscal support to the Hawaii State Center for Nursing (HSCN).
• ** Assists in preparing and processing fiscal documents such as requisitions, purchase orders, check requests, request for prices on goods and services, and travel.
• ** Assists in the management of MOAs for renewal and invoices distribution for reimbursements.
• **Ensures adequate supplies for Center operations by managing of inventory, ordering items within the procurement guidelines, receiving items and processing invoices and payments.
• ** Submits work requests to the UH Facilities via the NAWSON Building Coordinator for repairs and maintenance of Center facilities.
• ** Assists with the preparation of a variety of administrative, fiscal and personnel reports.
• ** Participates in coordinating special events for HSCN, and coordinates public relations activities and materials like developing printed and/or digital materials, and assists in updating Center website.
• ** Assists in developing complex or special non-recurring reports for Center initiatives.
• ** Provides assistance to the statewide collaboratives managed by the HSCN.
• ** Maintains records and reports of Center programs including national accreditation compliance; assist in developing and maintaining a record system for HSCN for easy access and retrieval.
• Represents supervisor in partner communications, and at meetings and conferences, if assigned.
• ** Responds to inquiring public, and direct matters, issues or problems to appropriate Center staff for action.
• Maintains competence in current technologies related to departmental and institutional needs, e.g., OS, software (Typhon), MS Office Suite, web-hosted services like Skype, GoToMeeting, Zoom), shared drives, listservs, and other applicable University systems.
• Performs other duties as assigned.

• Possession of a baccalaureate degree in Business Administration, Social Science, Education or related field and one (1) year of progressively responsible professional experience with responsibilities for project management and/or office 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 project management and/or office management 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 project management and/or office management, coordinating program initiatives, project and/or events.
• Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of project management and/or office management.
• 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, and [if applicable, add additional software].
• Self-starter with demonstrated ability to learn new operating systems quickly.
• Excellent organizational skills, able to multi-task and prioritize activities as needed to meet deadlines.
• Demonstrated ability to strong multi-task while maintaining a pleasant, courteous attitude when dealing with others. 

•     Knowledge of UH system fiscal processes.
•     Experience in support services in an academic environment.

1. Cover letter expressing interest in the position and how you satisfy the minimum and desirable qualifications;
2. Current resume;
3. Names and contact information (including email address) of three (3) professional references;
4. Copy of official transcripts. The original official transcripts will be required at the time of hire.