Admin & Fiscal Support Spec (0097090)

University of Hawaii•Honolulu, HI

1d•Onsite

About The Position

Under the supervision of the Associate Athletics Director for Student-Athlete Services, the Admin & Fiscal Support Spec provides administrative support to the Associate Athletics Director and works directly with coaching staff for assigned sports. The position manages office functions, coordinates team and recruiting travel, prepares travel documentation, processes fiscal transactions, and supports administrative, fiscal, personnel, and student-athlete service activities. The incumbent works with confidential information and ensures compliance with University of Hawai‘i policies and procedures, UH Foundation requirements, NCAA rules, and applicable laws and regulations. The role coordinates calendars, meetings, appointments, travel arrangements, and expense reports; drafts documents and responds to inquiries; maintains department lists and records; and assists the Director of Student Athlete Success with scholarship, stipend, and other student-service documents. The position also provides administrative support to the Athletics Executive Team and coordinates logistics for projects and events, which may require flexible hours, including early mornings, evenings, weekends, or holidays. The incumbent may supervise graduate student assistants and student assistants and is expected to maintain effective working relationships across the department and with external stakeholders.

Requirements

Baccalaureate degree in Arts and Sciences, Business Administration, Humanities, Social Sciences, Natural Sciences, Education, or a related field, and zero years of progressively responsible professional experience in program administration; or an equivalent combination of education and/or professional work experience.
Functional knowledge of program administration principles, practices, and techniques, including the ability to apply related concepts and terminology.
Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations, and systems associated with program administration.
Ability to recognize problems, identify possible causes, and resolve common problems in program administration.
Ability to understand oral and written documentation, write reports and procedures, and communicate effectively in varied 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 and spreadsheet software.
Ability to exercise discretion and sound analysis in administrative support, program management, or related matters.
Ability to work effectively and independently under pressure, manage frequent interruptions, and remain flexible while handling concurrent projects with competing deadlines.
Ability to work a flexible schedule, including nights, weekends, and holidays, depending on programmatic needs.
Ability to handle confidential information with tact, discretion, and diplomacy.
Excellent organizational and time-management skills.
Ability to provide excellent customer service.
Demonstrated attention to detail.

Nice To Haves

Experience in intercollegiate athletic administration.
Knowledge of NCAA rules and regulations.
Knowledge of University of Hawai‘i organizations, applicable policies and procedures, and relevant practices.
Experience with University of Hawai‘i online systems, including Kuali Financial System and eTravel.

Responsibilities

Provide administrative support to the Associate Athletics Director for Student-Athlete Services and work directly with coaching staff for assigned sports.
Manage office procedures, schedule meetings, greet and screen guests, determine the disposition of incoming correspondence and mail, prepare documents, and maintain an effective filing system.
Coordinate team and recruiting travel arrangements, including scheduling, hotel bookings, event logistics, travel documents, requisitions, reconciliations, and post-travel documentation.
Ensure travel and fiscal activities comply with UH policies and procedures and NCAA rules and regulations.
Process fiscal transactions for assigned sports and programs, including purchases, and process and record UH Foundation deposits and expenses.
Assist with review, analysis, and preparation of administrative, fiscal, and personnel documents.
Assist with confidential student-athlete support services and related communications with student-athletes, administrators, coaches, staff, and external organizations.
Assist the Director of Student Athlete Success with documents related to scholarships, stipends, and other student services, including the Alston Academic Awards program and Financial Aid agreements.
Draft documents, including action memos, and respond to internal and external inquiries.
Maintain department activity and contact lists, including committee, administrative, mailing, and distribution lists.
Coordinate the Associate Athletics Director's master calendar, appointments, meetings, travel and accommodations, and travel expense reports.
Assist the Associate Athletics Director with concerns and inquiries from the University community and the general public, helping determine timely and professional responses.
Provide administrative support to the Athletics Director, Associate Athletics Directors, and Assistant Athletics Directors as assigned.
Assist with special assignments, projects, and events, and coordinate logistics such as facilities, invitations, food and beverages, guest reception, and other arrangements.
Keep abreast of changes in athletics affairs and applicable laws, policies, and procedures.
May supervise graduate student assistants and student assistants.
Maintain the confidentiality of information, files, and records in accordance with federal and state laws and University of Hawai‘i policies.
Maintain collaborative working relationships with department administrators and coaches, other college offices, media members, donors, and other interested individuals.
Comply with University of Hawai‘i, NCAA, and affiliated conference laws, policies, rules, and regulations, and promptly advise the Athletics Director or designee of reasonable cause to believe a violation has occurred or may occur.
Perform other duties as assigned.