Admin & Fiscal Support Specialist (#0097330)

University of Hawaii•Honolulu, HI

3d•Onsite

About The Position

Responsible for performing a wide variety of administrative, fiscal, and operational duties to support the faculty and staff in the daily operation of the School of Life Sciences. Provides fiscal, administrative, and operational support functions with respect to travel procurement, equipment inventory, contracts, grant administration, and day-to-day operations. Processes travel requests and completions for faculty and staff using the RCUH and KFS financial systems. Prepares, reviews, and audits fiscal documents for compliance with applicable UH, RCUH, UH Foundation, state, federal, contract rules & regulations, and processing requirements. Advises faculty and staff on applicable requirements and procedures for procurement, travel, and equipment inventory. Maintains internal accounting records and performs reconciliation functions to monitor the accuracy, timeliness, and completeness of fiscal documents processed in UH and RCUH accounting systems. Assists fiscal specialist and operations coordinator in the monitoring and maintenance of budgets, preparing internal budget reports, and financial data analyses. Oversees daily receiving and routing of incoming mail and shipments, and scheduling of pickup of outgoing shipments. Oversees and maintains the School of Life Sciences document management system, utilizing electronic database, scanning equipment, and paperless document files. Provides general administrative support to the Director of the School of Life Sciences. Provides administrative support by being the point of contact for phone calls, visitors, and maintenance service providers, including maintaining an electronic calendar and updating various website directories. Assists with administrative changes required to execute program and course curriculum modifications. Other duties as assigned.

Requirements

Possession of a baccalaureate degree in Business Administration, Social Sciences, or related field and 1 year(s) of progressively responsible professional experience with responsibilities for business administration; 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 Business Administration 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 Business Administration.
Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of Business Administration.
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.

Nice To Haves

Familiarity with policies and procedures, regulations and guidelines of the State of Hawaii and Federal Government.
Familiarity with the policies and procedures of higher education.
Knowledge of administrative service policies and procedures of the University.

Responsibilities

Perform a wide variety of administrative, fiscal, and operational duties to support the faculty and staff in the daily operation of the School of Life Sciences.
Provide fiscal, administrative, and operational support functions with respect to travel procurement, equipment inventory, contracts, grant administration, and day-to-day operations.
Process travel requests and completions for faculty and staff using the RCUH and KFS financial systems.
Prepare, review, and audit fiscal documents for compliance with applicable UH, RCUH, UH Foundation, state, federal, contract rules & regulations, and processing requirements.
Advise faculty and staff on applicable requirements and procedures for procurement, travel, and equipment inventory.
Maintain internal accounting records and perform reconciliation functions to monitor the accuracy, timeliness, and completeness of fiscal documents processed in UH and RCUH accounting systems.
Assist fiscal specialist and operations coordinator in the monitoring and maintenance of budgets, preparing internal budget reports, and financial data analyses.
Oversee daily receiving and routing of incoming mail and shipments, and scheduling of pickup of outgoing shipments.
Oversee and maintain the School of Life Sciences document management system, utilizing electronic database, scanning equipment, and paperless document files.
Provide general administrative support to the Director of the School of Life Sciences.
Provide administrative support by being the point of contact for phone calls, visitors, and maintenance service providers, including maintaining an electronic calendar and updating various website directories.
Assist with administrative changes required to execute program and course curriculum modifications.
Perform other duties as assigned.