Admin & Fiscal Support Specialist (0097640)

University of Hawaii•Hilo, HI

1d•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, known for its unique blend of cultural immersion and research opportunities, leveraging the island's extraordinary geological, biological, and cultural diversity. It is a comprehensive, regional university within the ten-campus University of Hawai'i System, focusing primarily on high-quality baccalaureate and select postgraduate education, including distinctive programs in areas like marine science, geology, astronomy, pharmacy, and Hawaiian language revitalization. The Office of the Vice Chancellor for Academic Affairs (VCAA) provides academic leadership and administrative oversight for the university's instructional, research, and academic support units. Within the VCAA portfolio, the Daniel K. Inouye College of Pharmacy (DKICP), supports faculty, staff, and students in the development, administration, and stewardship of externally funded research and scholarly activity, ensuring compliance with University of Hawai'i, RCUH, state, federal, and sponsor requirements. This position reports directly to the Dean of the College and provides comprehensive administrative support, including fiscal and human resource functions for the Dean's Office. The role works in close collaboration with the College's Administrative Officer and serves as a backup in their absence, ensuring continuity of operations.

Requirements

Possession of a baccalaureate degree in business management or accounting or related field and 1 year(s) of progressively responsible professional experience with responsibilities for business management and/or fiscal management; 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 institutional accounting and purchasing procedures 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.
Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of fiscal and business 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, apply word processing software.

Nice To Haves

Functional knowledge with computer programs and platforms to support fiscal and administrative functions, and demonstrated ability to learn and apply new digital technologies.
Organized, detail oriented, and able to follow through on tasks/projects with minimal supervision.
Minimum one year of successful office experience in a higher education institution setting, including accounting, purchasing, personnel, and record keeping.
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.
Minimum one year of experience managing multiple state and/or federal budgets in a business office setting.
Demonstrated knowledge of a wide range of digital platforms, including database management, data mining software, financial systems, and spreadsheets.
Demonstrated ability to interpret and present information and ideas.
Demonstrated ability to train others in policies and procedures relevant to the job functions.

Responsibilities

Provide administrative support for the Dean, including managing the dean's calendar, coordinating and executing scheduling and meetings, arranging travel and reimbursements, facilitating communications with internal and external stakeholders, drafting and editing documents.
Assist in coordinating the logistics of College-based faculty affairs processes and timelines, such as promotion and tenure, post-tenure (5 year) review schedules, faculty awards.
Prepare monthly, quarterly, and annual budget reports; prepare budget documents; review, analyze, and assist in developing short-and long-range operating budget proposals, requests, and expenditure plans of limited scope.
Maintain and monitor internal accounting and fiscal records, including but not limited to, general funds, special funds, external funds, and Foundation funds, ensuring accuracy in accordance with established procedures.
Assist in maintaining fiscal transaction reports, forms, requests, and records in accordance with Federal, State and University requirements.
Assist the Administrative Officer in preparing personnel documents; arrange for travel authorizations and reimbursements; research and purchase supplies, equipment, and services; maintain and safeguard fiscal and personnel records and files for the Dean.
Monitor and assist with faculty and staff searches.
Support the College in maintaining financial resources to meet its goals and priorities by assisting in anticipating spending trends, monitoring expenditures and encumbrances, identifying irregularities, and reporting them to the Dean.
Assist the Administrative Officer in preparation of special reports, project proposals, and analysis of program activities utilizing program data and information. Submit financial and fiscal reports to DKICP Dean or UH Vice Chancellor for Academic Affairs Office upon request.
Work with and keep the Administrative Officer informed on fiscal matters, including assisting in the development of options/alternatives related to budget procedures, strategic fund transfers, and instructions, in accordance with established policies and under supervisory guidance.
Assist with maintaining property and inventory records.
Assist Dean's Office on procurement policies, procedures and requirements and assist members to refine procurement and travel requests while ensuring compliance with state administrative and contractual requirements.
Provide updates to the Dean and Administrative Officer on the status of assigned tasks, anticipated problems, and any process or policy-related changes which may affect college operations.
Maintain open communication and liaison relationships with UH Hilo's Budget office, HR office, VC for Administrative Affairs office, & other UH Hilo administrative staff for guidance as needed regarding - routine fiscal, personnel and related matters.
Maintain and periodically update the college web sites.
Assist with administrative support for accreditation processes, including retrieving, producing, editing, and maintaining necessary documents and resources.
Assist with the planning and implementation of college events.
Assist with the coordination, generation and distribution of marketing materials in collaboration with the college and university.
Other duties as assigned.