Admin & Fiscal Support Specialist

University of Hawaii•Honolulu, HI

2d•Onsite

About The Position

This position provides professional administrative, fiscal, and personnel support, assistance, and coordination for the Shidler College of Business. The role involves defining and developing new, or revising current College policies/procedures/systems related to security and emergency management for the Shidler College building and premises. The specialist will prepare, coordinate, and execute fiscal-related documents, clear vendors for Shidler College projects, and manage building and facilities matters to ensure smooth day-to-day operations. This includes serving as the Facilities Building Coordinator for the main Shidler College building, managing room keys, inspecting building issues, submitting work requests, and disseminating information from UH Facilities. The role also handles room reservations, queries regarding Courtyard use, obtaining quotations for building-related services, and coordinating schedules for external contractors and Facilities Services personnel.

Requirements

Possession of a baccalaureate degree in Business Administration, Engineering, Liberal Arts or a relate field and 1 year of progressively responsible professional experience with responsibilities for project management and/or building operations and maintenance duties; 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 the area of project management and/or building operations and maintenance 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 procurement and vendor management.
Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of project management.
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, apply word processing and spreadsheet software.
Demonstrated ability to prioritize and manage multiple projects.
Demonstrated ability to provide high level of customer service and foster strong relationships among all affiliates of the university.
Ability to on occasion work outside of normal office working hours, including evenings, weekends and some holidays.

Nice To Haves

Previous experience with facilities coordination in an institution of higher education or professional, multi-use office environment.
Familiarity with UH administrative, fiscal and procurement policies, procedures and information systems.
Possess sensitivity and tact in effectively working with students, faculty, staff, alumni and corporate environments.

Responsibilities

Provides professional administrative, fiscal, and personnel support, assistance, and coordination for the Shidler College of Business.
Defines and develops new, or revises current College policies/ procedures/ systems related to security and emergency management the Shidler College building and premises.
Prepares, coordinates, and executes fiscal related documents such as requisitions, purchase orders, RFQ's, and other documents ensuring propriety & compliance with applicable laws, policies, procedures, rules & regulations.
Clears vendors for Shidler College projects ensuring propriety & compliance with UH Procurement policies and procedures.
Manages building and facilities matters to ensure day-to-day operations run smoothly and interfaces with the UH Work Coordination Center.
Serves as Facilities Building Coordinator for the main Shidler College building (BUSADM), responsible for (i) room keys – maintain inventory, issue/receive keys; (ii) inspection of building issues and submission of work requests for common areas in building; (iii) dissemination of information from UH Facilities to College community regarding scheduled work in building.
Reviews notices received from Facilities Room Reservations for Shidler spaces and manages queries regarding Courtyard use.
Obtains quotations, oversees performance, and initiates payment to external contractors providing building-related services such as moving equipment and furniture, trash removal, and refresh/painting/minor repairs.
Coordinates schedules and facilitates access for external contractors and Facilities Services personnel conducting repairs, renovations, or refresh building-related projects in Shidler-related buildings.
Other duties as assigned.