Admin & Fiscal Support Spec (0080655T)

University of Hawaii•Honolulu, HI

6d•Onsite

About The Position

This position is responsible for issuing reports and providing updates for cost analysis, maintaining production schedules in the press-wide database, and managing vendor contracts for the department. The role involves preparing and issuing final accounting for published books, reprints, and publication services projects. A key duty is maintaining reports in spreadsheets and the press-wide database to accurately reflect budgeted and actual costs of book projects, as well as tracking work in progress job costs for UH Press books and production services jobs. The position requires identifying and resolving inconsistencies and problems. It also includes managing the production of book reprints by compiling manufacturing specifications, processing requisitions, and obtaining purchase orders. The role coordinates and verifies job timesheets for production services and co-sponsored projects, tracks wage and fringe benefit costs, and allocates billable hours. Requisitions are prepared in the Kuali Financial System, purchase orders are distributed, and payments for plant, manufacturing, and other production department expenses are authorized. Monthly reports on job expenses, books published, projects completed, and other requested reports are prepared for Press Management. The position also involves maintaining the procedures manual and executing various tasks and special projects related to the book production process.

Requirements

Possession of a baccalaureate degree in business administration or related field and 1 year(s) of progressively responsible professional experience with responsibilities for office administration and/or project management in a book publishing setting; 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 office administration and/or project management in a book publishing setting 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 office administration and/or project management in a book publishing setting.
Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the office administration and/or project management in a book publishing setting.
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.
Able to use computer word-processing programs and manipulate electronic word-processing files to change fonts, formatting, style, and other editorial functions.
Ability to work with figures, understand basic mathematical functions, and use spreadsheet programs.
Basic knowledge of book typesetting and production and familiarity with standard editing and proofreading terminology and markings, as set forth in the Chicago Manual of Style.
Experience entering data into a database.

Nice To Haves

Familiarity with both Mac and PC environments.
Be able to meet schedules and work effectively under pressure.
Working knowledge of Adobe InDesign or other modern layout software.
Experience working with electronic book files.

Responsibilities

Issues reports and provides updates for cost analysis.
Maintains production schedules in the press-wide database.
Maintains vendor contracts for the department.
Prepares and issues final accounting for each published new book, reprint, and publication services project.
Maintains reports in spreadsheets and the press-wide database that accurately reflect the budgeted and actual cost of each book project.
Maintains in the press-wide database all work in progress job costs UH Press books and all production services jobs.
Questions inconsistencies and solves problems.
Manages the production of book reprints; compiles manufacturing specifications, processes requisitions and obtains purchase orders.
Coordinates and verifies job timesheets for production services and co-sponsored projects.
Tracks wage and fringe benefit costs and allocates billable hours accordingly among projects.
Prepares requisitions in Kuali Financial System, distributes purchase orders and authorizes payments for all plant and manufacturing costs and other production department expenses.
Prepares for Press Management monthly reports on job expenses, books published, projects completed and other reports as requested.
Maintains procedures manual.
Executes a variety of tasks and special projects generated by the book production process.
Other duties as assigned.