Admin & Fiscal Support Spec (0096697T)

University of Hawaii•Honolulu, HI

7d•Onsite

About The Position

The Admin & Fiscal Support Spec supports the day-to-day fiscal and administrative operations of the University of Hawaiʻi at Mānoa Study Abroad Center. The role manages and tracks financial transactions and student accounts across multiple study abroad programs, coordinates with university offices and overseas institutions, and ensures compliance with University of Hawaiʻi and State policies. Responsibilities also include financial reporting and analysis, student and family guidance on financial procedures, and secure handling of student records under FERPA and applicable privacy frameworks. This is a full-time, 11-month temporary position in the Office of the Provost, Office of Global Engagement, Study Abroad Center, located at UH Mānoa. The position number is 0096697T. The posting lists Band A and refers applicants to salary schedules and placement information; it does not state a specific salary.

Requirements

Baccalaureate degree in Accounting, Business Administration, Communications, Liberal Arts, or a related field and two years of progressively responsible professional experience in accounting or fiscal administration, or an equivalent combination of education and/or professional experience.
Functional knowledge of accounting and fiscal administration principles, practices, techniques, concepts, and terminology.
Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations, and systems related to accounting and fiscal administration.
Ability to recognize problems, identify possible causes, and resolve common problems in accounting and fiscal administration.
Ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.
Ability to establish and maintain effective working relationships with internal and external organizations, groups, team members, and individuals.
Ability to operate a personal computer and use word-processing software; proficiency with Microsoft Office (including Word and Excel), Adobe, and Google platforms.
Ability to manage multiple tasks and shifting priorities under tight deadlines in a fast-paced environment with frequent interruptions.
Ability to analyze financial statements and statistical reports, identify trends, and apply analytical techniques to resolve complex program and fiscal matters.
Ability to communicate effectively, tactfully, and professionally with diverse stakeholders, including students, parents, faculty, administrators, personnel, and overseas institutions.
Familiarity with student privacy laws and compliance frameworks, including FERPA.

Nice To Haves

Proficiency using the Banner student information system and Kuali Financial System (KFS) to extract data and process transactions.
Working knowledge of systemwide University of Hawaiʻi procurement, accounting, and travel regulations.
Advanced technical skill extracting data from database systems and mainframe financial/personnel frameworks to prepare comprehensive management and cash flow reports.
Experience designing and maintaining professional websites and database environments.
Prior professional experience in financial auditing and/or working with accepted governmental and fund accounting systems.
Personal experience studying or residing abroad as part of an institutional university program.
Verbal and written proficiency in one or more foreign languages offered through the UHM Study Abroad Center.

Responsibilities

Assist with the Study Abroad Center’s day-to-day fiscal and administrative operations, including reviewing, processing, and tracking financial transactions and student accounts for multiple study abroad programs.
Serve as a primary fiscal point of contact for university units, faculty, and international partners.
Establish, monitor, and maintain student accounts in the Banner student information system; track payments, process financial obligation holds, and ensure fees are posted promptly for overseas disbursements.
Manage accounts receivable and ensure accurate, timely transfer and control of student deposits and funds from the UHM financial system to overseas program processing.
Review, prepare, and execute revenue and expenditure documents, including deposits, procurements, travel requests, grants, and scholarships, in compliance with University of Hawaiʻi and State policies.
Calculate, audit, and process student reimbursements or charges resulting from foreign currency exchange fluctuations after overseas institutional payments are settled.
Coordinate international wire transfers and foreign currency payments to overseas institutions, ensuring appropriate conversion rates and compliance with pre-program deadlines.
Coordinate, review, and execute annual travel requests, travel completions, and advance funding requests for faculty and staff in collaboration with UHM fiscal offices.
Prepare, review, and analyze financial ledgers, internal cash flow projections, accounts receivable ledgers, and budget status reports for Center management.
Provide technical guidance, policy interpretation, and fiscal recommendations on University of Hawaiʻi compliance and administrative requirements to the Center Director and Principal Investigators.
Advise study abroad students and parents on financial procedures and estimated program costs, and assist financial aid recipients with promissory notes and disbursement problem-solving.
Maintain the Center’s student enrollment database, track study abroad insurance agreements and premiums, and coordinate vendor payments for website domain and webmaster operations.
Participate in vendor inquiries, manage collections for delinquent accounts, and conduct institutional visitations to support and strengthen global partnerships, as needed.
Apply FERPA and relevant privacy frameworks to process, store, and share student records securely and safeguard sensitive information in administrative operations and interdepartmental communications.
Perform other duties as assigned.