University of Hawai‘i System · 5 hours ago
Administrative and Fiscal Support Specialist
Honolulu, HI
Full-time
Onsite
Entry Level
1+ years expThe University of Hawai‘i, Kapi‘olani Community College, is seeking an Administrative and Fiscal Support Specialist to assist the Dean of Health Academic Programs with fiscal and personnel-related services. The role involves procurement functions, budget monitoring, and collaboration with various departments to support academic programs.
Higher Education
Responsibilities
Performs procurement functions, including the preparation of purchase orders, requisitions, invitations to bid, requests for proposals/quotations or proposal/bid/technical specifications
Prepares, facilitates, and/or processes direct payments, travel requests/completions, contracts, stipends and other related procurement and fiscal activities
Ensures that all goods and services are purchased in compliance with Federal, State and University guidelines and procedures
Assists with the preparation of a variety of reports
Performs monthly reconciliation of unit, department, and grant expenditures; generates monthly invoices ensuring compliance with funding requirements
Prepares reports and complex documents such as quarterly reports that require specific formatting; and gathers, interprets, and analyzes information and report results
Keeps abreast of current University policies, procedures, regulations, directives and State and Federal statutory requirements, i.e., Hawai‘i Revised Statutes, Hawai‘i Administrative Rules, and Federal Acquisition Regulations
Maintains accurate account of the Academic departments’ budget information and expenditures, develops financial spreadsheets, and performs regular audits and reconciliations as necessary
Receives training relative to policies and procedures in the fiscal arena
Monitors the Academic Departments’s budget by tracking expenses in the University’s Kuali Financial system, Research Corporation of the University of Hawai‘i (RCUH) financial system, and SAP Concur
Ensures that expenses are aligned in the program budget and comply with University policies and procedures. Makes recommendations to the Dean, as necessary
Work collaboratively with the College’s business office and grants office
Assists with developing and implementing internal workflow documents for personnel and recruitment paperwork
Manages all aspects of the recruitment process for faculty, staff, lecturers, casual hires, and student assistants, to include preparation and/or review of hiring forms and personnel forms
Coordinates, manages, and directs flow of recruitment and personnel paperwork within the Academic units
Receives training relative to policies and procedures in the personnel and recruitment arena
Works collaboratively with the College’s office of human resources
Assists with developing and implementing metrics and information gathering to provide trends-analysis in program areas
Works directly with departments and offices in assessing and making necessary program modifications and maintaining and enhancing program functions and features
Works collaboratively with the Office for Institutional Effectiveness to gather data that will best inform scheduling of courses, retention, graduation and transfer
Receives and attends training to ensure compliance with applicable laws, rules, policies, procedures and practices especially when offered by the Human Resources office and Business office
Other duties as assigned
Qualification
Required
Possession of a baccalaureate degree in business administration, management, accounting, human resources, finance, public administration or related field and one (1) year of progressively responsible professional experience with responsibilities for business management, fiscal, human resources management; or equivalent education/training or experience
Functional knowledge of principles, practices and techniques in provision of professional administrative, fiscal, and program support 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 professional administrative, fiscal and program support
Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the provision of professional administrative, fiscal and program support
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 such as Microsoft Word, Excel, Adobe Acrobat, and other commonly used software
Demonstrated ability to prioritize and complete multiple tasks with conflicting deadlines
Demonstrated ability to analyze, interpret, and use sound logic and judgment when applying administrative policies and procedures
Demonstrated ability to produce work that is detail oriented, accurate, neat, and organized and must be able to follow up on assigned tasks through satisfactory completion
Any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated
Preferred
Ability to work successfully in an environment with a wide range of personalities and needs, while maintaining a positive attitude
Experience with academic office administration management in an academic/university environment
Familiarity and experience with UH policies and procedures and preferably experience with UH accounting, and personnel systems
Display strong organizational skills
Company
University of Hawai‘i System
The University of Hawai‘i System includes 10 campuses and dozens of educational, training and research centers across the Hawaiian Islands.
10001+ employees
Funding
Current Stage
Late StageLeadership Team
Kelli Abe Trifonovitch
Chief Communications Officer
Randy Bartlett
Program Manager, East Maui Watershed Partnership
Recent News
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