Admin & Fiscal Support Specialist (0096970T)

University of Hawaii System•Honolulu, HI

38d

About The Position

Title: Admin & Fiscal Support Specialist Position Number: 0096970T Hiring Unit: C OF HLTH SCI & SW, SCH OF MED, DEPARTMENT OF PSYCHIATRY Location: Queens Medical Center Date Posted: November 19, 2025 Closing Date: December 4, 2025 Band: A Salary: salary schedules and placement information Full/Part Time: Full-Time Month: 11-month Regular/Temporary: Temporary Other Conditions: Temporary, full-time, subject to position clearance and availability of funds. Position is annually renewable depending on performance and/or funding availability.

Requirements

Possession of baccalaureate degree in administration, business, education, healthcare, or related field and 1 year of progressively responsible professional experience with responsibilities for business administration (e.g., budget, fiscal, personnel, etc.), educational administration, research administration and/or similar; 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 (e.g., budget, fiscal, personnel, etc.), educational administration, research administration and/or similar 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 (e.g., budget, fiscal, personnel, etc.), educational administration, research administration, and/or similar.
Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area(s) of business administration (e.g., budget, fiscal, personnel, etc.), educational administration, research administration, and/or similar.
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.
Working experience with any current or previous university financial or HR system or similar.
Ability to learn and apply guidelines, policies, and procedures.
Demonstrated ability to multi-task; assess situations to prioritize tasks based on importance and deadlines.
Ability to travel independently in a timely and efficient manner, to various locations.

Nice To Haves

Working knowledge of principles, practices and techniques in the field of business, human resources, and/or fiscal demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.
Demonstrated ability to resolve wide ranging complex problems through the use of creative reasoning and logic to accurately determine the cause of the problems and the resolution of the problems in an effective, innovative and timely manner.
Experience meeting requirements for multiple projects with multiple deadlines, which included effective organization, coordination, implementation, and communication.
Experience working in human resources or business-related field performing administrative actions.
Experience and working knowledge of the University of Hawai`i (UH) and the Research Corporation of the University of Hawai`i (RCUH) fiscal and human resources policies and procedures.
Working experience with the University's electronic systems including but not limited to Kuali Financial System (KFS), RCUH Financial Portal, and Jasper Reporting Server (JRS).
Experience using the UH myGRANT system.

Responsibilities

Provides administrative, fiscal, research, and educational support activities.
Performs procurement and fiscal actions, including the preparation of purchase orders, requisitions, invitations to bid, processes travel requests, p-card reallocation, requests for proposals/quotations or proposal/bid/technical specifications. Reviews and ensures the appropriateness and correctness of travel documents and processes for payment.
Assist in personnel actions such as recruitment, onboarding, and tracking of training and certification compliance, including for community providers/faculty non-compensated/volunteers.
Maintain accurate account of project budget information and expenditures, generate financial report spreadsheets as necessary.
Perform monthly reconciliation of project expenditures; generate monthly invoices ensuring compliance with funding agency's requirements.
Assist in processing and pursing grant and contracts.
Ensures that all goods and services are purchased in compliance with Federal, State and University guidelines and procedures.
Assists with the preparation of a variety of reports.
Anticipates, recognizes & resolves problems relating to the coordination of key management, operational, planning forums/meetings for the Department.
Prepare and edit reports, agendas, letters, and complex documents such as quarterly reports that require specific formatting; and gather, interpret, and analyze information.
Work with multiple agencies and affiliated partners at various locations.
Supervision of staff, student hires, and/or volunteers as needed.
Provides general office support in establishing and maintaining files, records and documents; answers general inquiries.
Coordinates continuing medical education (CME) activities as directed.
Coordinates meetings/schedules and takes minutes.
Performs other duties as assigned