Admin & Fiscal Support Specialist (pos #0079741)

University of Hawaii•Hilo, HI

5d•Onsite

About The Position

The University of Hawai'i at Hilo (UH Hilo) is a public liberal arts and sciences university on the Island of Hawai'i, recognized for its integration of cultural immersion and place-based research that leverages the island's extraordinary geological, biological, and cultural diversity. A comprehensive, regional campus within the ten-campus University of Hawai'i system, UH Hilo offers high-quality undergraduate and select postgraduate education, with distinctive strengths in areas such as marine science, geology, astronomy, and Hawaiian language revitalization, while advancing research, scholarship, and creative activity that support community needs, environmental stewardship, Indigenous knowledge systems, and workforce development priorities for the State of Hawai'i. The College of Arts and Sciences (CAS) is one of the two largest colleges at the University of Hawai'i at Hilo with two major divisions: Humanities and Social Sciences. CAS offers Bachelor of Arts (BA) degrees, Bachelor of Science (BS) degrees, Master's degrees, and specialized undergraduate certificates in various programs. Utilizing the unique educational environment at UH Hilo, CAS prepares students for professional careers by providing students with an opportunity to achieve a common basis for intellectual discourse that satisfies the demands of both profession and citizenship. This Fiscal and Administrative Support Specialist position serves a vital role in the CAS Office by providing a wide variety of support to ensure the efficient operation of the entire College. The incumbent will work directly with the CAS Dean and collaborate with faculty and staff of the Humanities and Social Sciences Divisions.

Requirements

Possession of a baccalaureate degree in any field and one (1) year of professional experience with responsibilities for fiscal or business administration in a university or office setting; 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 management support 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 fiscal and budget management and human resources.
Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the fiscal and budget management field.
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.
Demonstrated ability to plan, organize, and direct the administrative business of an active office setting.
Demonstrated ability to prepare, implement, monitor, and safeguard budgets, payroll, personnel, purchasing, equipment, contracts, and other financial records.
Ability to monitor orders from onset to completion; coordinates and initiates expending actions.

Nice To Haves

Professional experience in working with faculty and students in a university setting.
One year of successful administrative experience in a higher education institution setting, including office support, purchasing, personnel, and record keeping.
Ability to maintain and manage department websites using University platforms.
Functional knowledge of student registration and information systems.
Functional knowledge of UH Foundation financial processes, including preparing processing payments and managing accounts.
Experience in preparing and processing travel requests.
Functional knowledge of financial systems, ability to interpret unit summaries by different account codes and write reports.
Demonstrated knowledge of database management, data mining software, financial systems, and spreadsheets.
Demonstrated ability to interpret and present information and ideas.

Responsibilities

Under the direction of the Dean of the College of Arts and Sciences, this position works closely with the Secretary III and the Senior Administrative Officer in the Dean's Office and in tandem with the Secretary II in the Humanities Division, the APT in the Social Sciences Division, and the Kuleana & Community Coordinator.
Assists with all aspects of CAS and Kuleana & Community huaka`i, service learning, and fieldwork course organization and planning, including the arrangement, purchase, and payment of transportation, food, and fees for classes visiting and working in the community.
Assists the CAS Dean and Dean's Office staff in planning and budgeting for various program activities and CAS events.
Assists in the preparation and processing of purchasing requests for any purchases in compliance with applicable laws, policies, procedures, rules, and regulations.
Monitors, prepares, reviews and submits personnel and payroll documents; arranges for travel authorizations and reimbursements; researches and purchases supplies, equipment, and services; maintains and safeguards fiscal and personnel records and files.
Prepares and submits requisitions, information for bids, bid specifications, technical specifications, and requests for quotations; contacts vendors and obtain quotes, following applicable laws, policies, procedures, rules and regulations.
Maintains and updates the college and departmental web sites, newsletters, and marketing media and materials as needed.
Assists in staffing the CAS Office, including receiving appointments and walk-ins, answering phones and referring to proper staff.
At the direction of the Dean, provides assistance and coverage, as necessary, to CAS units (i.e. Divisions and Departments).
Resolves operational and administrative matters in accordance with current policies, procedures, and directives using proper discretion.
Assists in preparation of special reports, project proposals, and analysis of program activities utilizing program data and information.
Submits program and College reports to CAS Dean upon request.
Other duties as assigned.