Admin & Fiscal Support Specialist (0097632T)

University of Hawaii•Honolulu, HI

6d•Onsite

About The Position

This position provides administrative and fiscal support to the School of Ocean and Earth Sciences and Technology (SOEST) under the direction of the Director of Administrative Services. The role assists with the day-to-day operations of the office, including managing office communication, maintaining filing systems, managing inventory, developing administrative procedures, scheduling, coordinating mail, and greeting visitors. The specialist also supervises and trains student assistants, ensures compliance with purchasing policies, and advises members on fiscal policies and procedures. Additionally, the role involves preparing and auditing fiscal documents, managing procurement and inventory, reconciling accounts, assisting with visa applications for foreign researchers, preparing hiring paperwork, and supporting faculty and graduate assistants with overload forms. The specialist will also provide guidance on contracts and grants, assist department chairs and graduate chairs with various administrative tasks, support admissions chairs with inquiries and applicant files, maintain student educational records, collect and summarize data for program evaluations, and assist with the administration of the unit's intranet and online systems. Logistics for conferences and workshops, including fiscal transactions and on-site coordination, are also part of the responsibilities. This is a temporary, full-time, 11-month position.

Requirements

Possession of a baccalaureate degree in Business Administration or related and 1 year(s) of progressively responsible professional experience with responsibilities for business 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 professional administrative and program 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 professional administrative and program support.
Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of professional administrative and program support.
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 such as Microsoft Word, Excel, Adobe Acrobat, and other commonly used software.
Demonstrated ability to prioritize and complete multiple tasks with conflicting deadlines.
Demonstrated ability to analyze, interpret, and use sound logic and judgment when applying administrative policies and procedures.
Demonstrated ability to produce work that is detail oriented, accurate, neat, and organized and must be able to follow up on assigned tasks through satisfactory completion.

Nice To Haves

Ability to work successfully in an environment with a wide range of personalities and needs, while maintaining a positive attitude.
Experience with academic office administration management in an academic/university environment.
Familiarity with UH and RCUH policies and procedures
Experience with UH and RCUH accounting, and personnel systems.
Strong organizational skills.

Responsibilities

Provides administrative and fiscal support to the School of Ocean and Earth Sciences and Technology (SOEST) under the direction of the Director of Administrative Services.
Assists in the day-to-day planning, management, and coordination of program and project initiatives and events.
Responsible for the day-to-day office operations including office communication and disseminating information, maintaining and managing an effective filing system (including for confidential information), maintaining department inventory of supplies and equipment, developing and updating internal administrative procedures, scheduling appointments and use of conference rooms, coordinating incoming and outgoing mail and deliveries, greeting and orienting newcomers and visitors, etc.
Supervises and trains student assistants with daily administrative operations procedures and practices within the office. Takes corrective action as necessary.
Ensures all goods and services are purchased in compliance with established Federal, State, and University policies and procedures.
Receives and attends training to ensure compliance with applicable laws, rules, policies, procedures and practices.
Advises members on various fiscal policies and procedures. Provides recommendations on various procurement issues, including travel, within established policies and procedures.
Prepares and audits various fiscal documents such as purchase orders, authorization for payment, travel request and completion reports, purchasing card, etc. Creates and maintains records and spreadsheets for travel reports.
Responsible for the procurement and inventory for departmental supplies, services and equipment. Initiates follow-up action with vendors and departmental requisitioners to ensure timely and proper payment.
Prepares PCard purchases and reconciliation in accordance with University regulations.
Assists in monitoring expenditures in accordance with specific budget guidelines; reconciles accounts and maintains records to facilitate the oversight of department funds.
Assist new foreign researcher/visitors with appropriate visa applications. Complete required visa request paperwork, obtains signatures & submit all forms to the appropriate office in a timely manner to ensure visa will be obtained prior to appointment date.
Prepares and audits paperwork for hiring UH and RCUH personnel, including but not limited to casual, temporary and permanent UH hires, graduate assistants, and student assistants. Determine the most appropriate hiring source. Assists with submitting timesheets as needed.
Prepares and audits overload forms for both faculty and graduate assistants. Assist with preparing and submitting associated payment forms as required.
Provides advice and guidance to Principal Investigators (PIs) on the timeline of contracts and grants processing which encompasses the beginning of the proposal to the end of the project. Also keeps abreast of various deadlines as needed.
Assists assigned unit's Department Chair and Graduate Chair with department and program operations, e.g. drafts and routes departmental documents (memos, job postings, graduate assistantship offers, faculty reappointments), responds to internal and external requests, assists with course scheduling and catalog updates.
Assists assigned unit's Admissions Chair with fielding program inquiries, receiving, organizing and reviewing student applicant files, assisting prospective students with the application process, serving as a liaison and point of contact for prospective and incoming students.
Maintains educational records for assigned unit's students including data, progress forms, and evaluations.
Assists with collecting and summarizing data for internal and external program and evaluation activities (e.g. for internal requests, ABET accreditation or extramural grant reporting).
Assists with the administration and maintenance of the assigned unit's intranet and the online administrative system.
Assist with various logistics for planning and preparing for conferences, workshops, outreach, and similar events. Including, but not limited to preparing the fiscal transactions for related purchases and assisting with on-site coordination as assigned.
Other Duties as Assigned