Admin & Fiscal Support Specialsit (0097069T)

University of Hawaii • Honolulu, HI

23h • Onsite

About The Position

The Admin & Fiscal Support Specialist assists the program managers and director of the Pacific Asian Center for Entrepreneurship (PACE) with the overall program, including coordinating and implementing existing and new entrepreneurship programs, managing facilities, operations and administration, and supporting fundraising. The role provides administrative support across fiscal matters, scheduling, and the preparation and organization of information and data.

The position helps coordinate and manage on- and off-site events, including preparing materials, setting up venues, providing on-site coordination and oversight, and other logistical support. Under the supervision and direction of program managers, the specialist prepares and reconciles program and project budgets, gathers data and metrics, and prepares reports and presentations. The role also promotes PACE through student engagement, including group presentations, individual student meetings, and tabling at fairs and events. The position is temporary, full-time, and 11-month; renewal on July 1, 2027 is contingent on satisfactory performance, department needs, and funding availability.

Requirements

• Baccalaureate degree in Communication, Business, Education, or a related field, plus zero years of progressively responsible professional experience, or an equivalent combination of education and/or professional work experience.
• Functional knowledge of principles, practices, and techniques in entrepreneurial education and/or educational programs, including the ability to apply relevant concepts and terminology.
• Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations, and systems associated with educational programs.
• Ability to recognize problems, identify possible causes, and resolve common problems in educational programs.
• 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 prepare and reconcile budgets, keep records, and maintain digital financial documents.
• Ability to work non-traditional business hours, including nights and weekends as needed.
• Organizational skills to produce work efficiently, meet deadlines, manage multiple projects, and maintain strong attention to detail.
• Ability to work in a fast-paced, open work environment and adapt to evolving initiatives.
• Ability to travel independently to various locations in a timely manner; this may be met with a valid Hawaii Class 3 driver’s license, a comparable driver’s license, or other transportation that meets position needs.
• Ability to move and lift 25 pounds independently or with assistance.

Nice To Haves

• Experience developing and executing programs for university students and faculty.
• Work experience in an entrepreneurial, high-tech, or startup environment.
• Work experience at a public university or knowledge of university policies and procedures.
• Proficiency in Adobe Creative Suite software.
• Experience using HTML to create and edit online content.
• Experience in fiscal management.
• Experience in project management and special event planning.
• Ability to work independently, think critically, make decisions, and adapt to changing priorities in a dynamic work environment.
• Experience working for a co-working venue or in facilities management.
• Ability to prepare purchase requisitions, process invoices, and develop financial reports.
• Experience providing administrative support to a team.
• Experience managing a team of student assistants or students.
• Experience in customer service for internal and/or external customers.
• Ability to create and/or implement standard operating procedures as needed.

Responsibilities

• Assist PACE program managers and director with overall program coordination and implementation of existing and new entrepreneurship programs.
• Assist with facilities, operations, administration, and fundraising.
• Perform administrative tasks involving fiscal matters, scheduling, and preparing and organizing information and data.
• Coordinate and manage on- and off-site events, including preparing event materials, venue setup, on-site coordination and oversight, and logistical support.
• Under program managers’ supervision and direction, prepare and reconcile program and project budgets to maintain expenditures within budget guidelines.
• Under program managers’ supervision and direction, gather data and metrics and prepare reports and presentations.
• Promote PACE through student engagement, including presentations to groups, individual student meetings, and tabling at fairs and events.
• Perform other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level