What are the responsibilities and job description for the Administrative & Fiscal Support Specialist (pos#96616T) position at University of Hawaii?
Description
Title: Administrative & Fiscal Support Specialist
Position Number: 96616T
Hiring Unit: C OF SOC SCI, SOCIAL SCI RES INST, SOCIAL SCI RES INST
Location: Manoa
Date Posted: January 2, 2025
Closing Date: February 28, 2025
Band: A
Salary: salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Temporary
Duties and Responsibilities
* Provides pre-award and post-award extramural support to APTs/faculty Principal Investigators (PIs) in one or more assigned departments and units in the College of Social Sciences.
*Assists APTs/faculty with proposal data entry into myGrant or successor application.
*Provides fiscal, administrative, and contracts and grant management support to PIs and project staff.
*Work with PIs and Office of Research Services (ORS) to facilitate the execution of contract, grant, and award processes, applications, and related actions.
*Serves as the point of contact to department APTs/faculty for all administrative, fiscal and personnel matters for assigned APTs/PIs.
*Ensures timely and effective transactions are processed with accuracy and quality consistent with University and Research Corporation of the University of Hawaii (RCUH) requirements.
*Initiates and facilitates procurement, payment, and personnel and other actions utilizing established best practices, policies, procedures, and regulations.
*Initiates and advises Administrative, Professional & Technical (APT) employees/PIs on financial transactions, including but not limited to subawards and contracts.
*Solicits quotations and bids; prepares purchase requisitions, purchase orders, direct payment documents, and supporting purchasing documents such as sole source and cost price reasonableness forms.
*Processes claims and reimbursements in compliance with established policies, procedures and regulations. Advises project staff on policies and procedures related to procurement/payments. Distributes purchase orders and payments to vendors.
*Prepares and processes RCUH and UH payroll for approval by the PI or authorized designee. Assists with other personnel functions including but not limited to preparing draft position descriptions.
*Initiates travel requests and travel completions.
*Develops database tracking of fund balances for existing projects.
*Develops reports based on a PI's needs to maintain current account balances, tracks the status of accounts and pending awards, and monitors expenditures on all assigned project accounts while working with fiscal staff on cost projections.
*Provides projections and effects of proposed purchasing, travel, and hiring transactions based on a PI's needs.
Other duties as assigned.
*Denotes Essential Functions
Minimum Qualifications
Possession of a baccalaureate degree in Business Administration, Accounting, Arts & Sciences, or related field and 0 year(s) of progressively responsible professional experience with responsibilities for grant management, accounting, and business administration; or any equivalent combination of education/training 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 fiscal administration 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 administration.
Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of fiscal administration.
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 and apply word processing software and spreadsheet software.
Demonstrated ability to follow oral and written instructions.
Desirable Qualifications
Knowledge of applicable State/Federal fiscal/financial, procurement and other applicable regulations of pre/post awards management.
Experience working with UH System financial software (e.g. UH Kuali Financial (KFS), MyGRANT, RCUH Financial, Human Resources systems), and other software used in pre/post awards management.
Knowledge and ability to apply UH and/or RCUH policies/procedures.
Experience working with faculty or Principal Investigators from diverse fields of study.
To Apply:
Note: If you have not applied for a position before using NeoGov, you will need to create an account. Applicant must submit the following:
- Cover letter;
- Resume;
- Names and contact information (telephone number and email addresses) of at least three professional references;
- Official transcript(s) (copies of official transcripts are acceptable; however, original official transcripts will be required at the time of hire.).
Inquiries:
David Matsuda; david.matsuda@hawaii.eduEEO/AA, Clery Act, ADA
- 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 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/
