Admin & Fiscal Support Spec (0077634T)

University of Hawaii•Honolulu, HI

7d•Onsite

About The Position

Provides administrative support services for research and training projects within the Social Science Research Institute (SSRI), and assists with providing research support to multiple units in the College of Social Sciences. This role involves reviewing and processing personnel documents, auditing and entering purchasing documents, maintaining fiscal records, and assisting with grant and award processes.

Requirements

Possession of a baccalaureate degree in Business Administration or related field and 1 year(s) of progressively responsible professional experience with responsibilities for fiscal administration; 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 fiscal administration.
Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with administering accounts.
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.
Ability to communicate effectively in both oral and written communication.
Ability to follow oral and written instructions.

Nice To Haves

Familiar with the administrative policies and procedures of the University of Hawaii and Research Corporation of the University of Hawaii.
Familiar with federal and state contracts and grants, and administering extramural awards.
Knowledge of spreadsheet programs.
Knowledge of MS Access and MS Power Point.
Familiar with UH or RCUH on-line purchasing system(s).
Familiar with UH or RCUH on-line personnel system(s).

Responsibilities

Review and process all personnel documents related to hiring, continuation, and termination of employees paid via extramural and intramural grants.
Reviews and submits RCUH personnel documents and enters RCUH timesheets for payroll purposes.
Prepares reports required by systems offices, such as special extramural awards data and UH/RCUH personnel data.
Update and maintain personnel records of both RCUH and UH employees employed on intramural and extramural grants.
Assist with other personnel functions as needed.
Audit/enter purchasing documents into UH/RCUH fiscal systems.
Audit vendor invoices and processing of payments to vendors.
Consults with department and program personnel on proper procurement procedures required for purchase of goods and equipment via RCUH.
Monitors college-wide inventory procured on extramural accounts.
Assist with other fiscal and administrative functions as needed.
Maintain and reconcile internal fiscal records with official University accounting system reports and prepare correcting entries/journal vouchers as necessary.
Compiles data for analysis of fiscal, budgetary, and financial management status reports.
Participates and assists in preparing year-end accounting entries.
Maintain and update the list of intramural and extramural grants administered by SSRI – both historical and current data.
Assist with preparation of various visual presentations as needed, as well as institute brochures, flyers, and information bulletins.
Work with PIs and ORS to facilitate the execution of contract, grant, and award processes, applications, and related actions.
Assist the Director, Associate Director and Administrative Officers w/ wide range of administrative support services provided by SSRI for all dept, programs w/in the College that have intramural & extramural projects.
Review and approve procurement transactions up to $2,500.00 with emphasis on ensuring that all transactions are allowable and allocable and meet the standards of Federal, State of Hawaii, and University of Hawaii policies.
Prepares and enters data for the TAPs on-line payment system.
Develop software solutions to provide budget projections and analysis for all types of accounts established at the Social Science Research Institute.
Trains new personnel on the utilization of the Kuali Financial System and the RCUH on-line procurement and Human Resources Systems.
Establishes new accounts and updates existing accounts and solely responsible for processing cost transfers/cost sharing in the Kuali Financial System.
Compiles financial information for extramural accounts for final reporting of expenditures for the University of Hawaii Office of Research Services (ORS) and ensures that all closeout procedures are followed.
Provides fiscal, administrative, and contracts & grants management support to PIs and project staff on compliance issues and methods for processing best suited for managing accounts in accordance with Federal, State, and University of Hawaii policies.
Provides pre-award and post-award extramural support to APTs/faculty Principal Investigators in one or more assigned departments and units of the College of Social Sciences.
Other duties as assigned