What are the responsibilities and job description for the Administrative & Fiscal Support Specialist position at University of Hawaii?
Description
Title: Admin & Fiscal Support Spec
Position Number: 0096531T
Hiring Unit: RES & DEAN OF GRAD DIV, SCH O&ES&T, HI INST OF GEOP-PLTY
Location: UH at Manoa
Date Posted: April 03, 2025
Closing Date: April 22, 2025
Band: A
Salary : salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Temporary
Other Conditions: To begin approximately May 2025. Continuation subject to availability of funds and satisfactory performance.
Duties and Responsibilities
Duties and Responsibilities (*denotes essential functions)
1. *Provide administrative support to Hawaii Institute of Geophysics and Planetology (HIGP) faculty and their associated research groups, including post-doctoral researchers, graduate students, and undergraduate students.
2. *Prepare and review of travel requests and completion reports for HIGP faculty, staff and graduate students to attend meetings, conferences, and participation in field research programs. Ensures compliance with established policies & procedures.
3. *Advises HIGP members on fiscal policies and procedures. Provide recommendations on travel issues, within established policies and procedures.
4. *Assist in the creation of stipend accounts and paperwork for hiring personnel, including student help hires, temporary hires, and permanent UH/Research Corporation of the University of Hawaii (RCUH) hires.
5. *Provide advice to Principle Investigators on related policies and procedures pertaining to travel.
6. *Prepare & audit necessary travel documents in accordance with established policies & procedures, including airfares, advances, and reimbursements in a timely manner.
7. *Establish and maintain good relations with vendors regarding clarifications of quotes, purchase orders and payments.
8. *Assist new foreign researchers/visitors with appropriate visa applications. Complete required visa request paperwork, obtain signatures & submit all forms to the appropriate office in a timely manner to ensure visa will be obtained prior to appointment date.
9. *Prepare & audit paperwork for hiring new personnel, which includes but not limited to faculty, graduate assistants, post docs, technicians & student help. Determine the most appropriate hiring source. Also, assists with submitting timesheets as needed.
10. *Prepare and audit overload forms for both faculty and graduate assistants. Assist with preparing and submitting associated payment forms as required.
11. *Assist with supervision and assigning student assistant(s) with daily administrative operations, procedures and practices within the office. Take corrective action as necessary.
12. *Utilize software programs used by campus and UH System to include KFS, eTravel, SECE, and the RCUH procurement system to process various fiscal documents.
13. *Assist with managing the office operations including but not limited to supervising student assistants, establishing and determining office procedures, greeting and screening visitors, submitting work order requests.
14. Under the direction of the HIGP Director, and additional direction/guidance from the HIGP Office Manager, provides administrative support services to HIGP
15. Other duties as assigned
Minimum Qualifications
1. Possession of a baccalaureate degree in Business Administration, or related field and 1 year of progressively responsible professional experience with responsibilities for general business management or procurement and/or financial management; 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 the area of business management or procurement and/or financial management 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 business management or procurement and/or financial management.
4. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of business management or procurement and/or financial management.
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, apply word processing software.
Desirable Qualifications
1. Ability to work successfully in an environment with a wide range of personalities and needs, while maintaining a positive attitude.
2. Familiarity with KFS.
3. Familiarity with UH and RCUH policies and procedures.
4. Experience with UH and RCUH fiscal and travel documents.
5. Strong organizational skills.
6. Familiarity with immigration and employment procedures, including the J-1 Exchange Visitor Program.
7. Familiarity with ORS Contracts and Grants.
8. Professional work experience in an academic/university environment.
To Apply:
Note: If you have not applied for a position before using NeoGov, you will need to create an account.
. Applicants must submit the following (1) cover letter indicating what band you are applying for and how you satisfy the minimum and desirable qualifications, (2) resume, (3) names and contact information of 3 professional references and (4) copies of transcripts with confidential identifiable information (i.e. social security number, birth date, etc.) redacted are acceptable, but official transcripts will be required at the time of hire.
Incomplete and late applications will not be considered.
Inquiries: Rob Wright email: wright@higp.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/
