READVERTISEMENT Admin & Fiscal Support Specialist (0097681, CTAHR/TPSS)

University of Hawaii • Honolulu, HI

17h • Onsite

About The Position

The Admin & Fiscal Support Specialist serves as daily administrative support to the Department Chairperson of the Department of Tropical Plant and Soil Sciences (TPSS) in the College of Tropical Agriculture and Human Resilience (CTAHR). The position works independently on a wide range of complex and confidential duties and reports directly to the TPSS Department Chairperson. It serves as an administrative contact and liaison for TPSS with University constituents and external contacts, including facility management, FSIS, Graduate Division, Academic Support Offices, RCUH, and the UH Foundation.

The specialist supports departmental administration, fiscal and personnel processes, events, inventory, and academic scheduling. The position is full-time, 11-month, and permanent at the University of Hawaiʻi at Mānoa in Honolulu, Hawaiʻi. Duties include other work as assigned.

Requirements

• Baccalaureate degree in business, communication, science, liberal arts, or a related field, plus one year of progressively responsible professional experience in administrative and office management; an equivalent combination of education and/or professional work experience may qualify.
• Functional knowledge of administrative and office management principles, practices, and techniques, including the ability to apply relevant concepts and terminology.
• Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations, and systems related to administrative and office management.
• Ability to recognize problems, identify possible causes, and resolve common problems in administrative and office management.
• Ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.
• Ability to establish and maintain effective working relationships with internal and external organizations, groups, team members, and individuals.
• Ability to operate a personal computer, use word-processing software, and demonstrate proficiency in fiscal and/or personnel management systems.
• Ability to understand communication needs that support agriculture undergraduate program needs, including recruitment and social media or related student-retention events.
• Experience coordinating, communicating, and assisting with tasks in preparation for special events, such as events involving agricultural professionals conducting global research.

Nice To Haves

• Independent judgment in handling public inquiries pertaining to pest management.
• Familiarity with UH fiscal and personnel management systems, such as Kuali Financial Systems, SAP Concur, RCUH Operating System, E-Travel, Aim Enterprise, Enterprise Asset Management, PeopleSoft, and STAR System.
• Some experience with agricultural research support.
• Demonstrated ability to handle confidential and sensitive matters, including safety incidents, legal documentation, budgets, and personnel.

Responsibilities

• Serve as daily administrative support to the TPSS Department Chairperson and act as a liaison with University constituents and external contacts.
• Review, assess, route, answer, and monitor follow-up actions for internal and external correspondence.
• Assist in developing college office systems, procedures, policies, and operations; interpret and communicate policies and processes.
• Manage day-to-day support for the Department Chairperson, including calendaring meetings and events, monitoring and responding to emails and phone calls, arranging in-person or remote logistics, and participating in and taking minutes at faculty meetings as needed.
• Coordinate departmental special events throughout the year.
• Prepare and process P-Card Log transactions and fiscal documents, including purchase order requests, interdepartmental orders, disbursement vouchers, and online bill pay for faculty through KFS, RCUH, and UH Foundation systems.
• Assist faculty in preparing service contracts and agreements with vendors.
• Log, sort, and distribute payroll to faculty, staff, and students.
• Monitor documents from initiation through completion and coordinate or initiate expediting actions.
• Maintain faculty and staff personnel records and files; prepare and submit personnel action forms for onboarding, offboarding, promotions, tenure applications, contract renewals, evaluations, leave requests, employment status changes, and other administrative matters across civil service, APT, student (SECE), graduate student, and faculty positions.
• Recruit and interview student employees; prepare and submit student hiring forms; plan students' daily work assignments; and review and approve online timesheets in the SECE system.
• Supervise clerical staff and/or students as necessary to support efficient office operations and workflow.
• Maintain administrative, personnel, and program files concerning county and state research and extension activities, including plot and space allocation and interagency programs and projects.
• Coordinate departmental inventory management for instructional, research, and administrative assets, including records, inventory tracking, periodic reconciliations, required reports, and compliance with University and CTAHR policies and procedures.
• Assist the Department Chair with reviewing semester class schedules, complete Schedule of Classes Forms for schedule changes, and arrange room reservations.
• Update catalogs and directories.
• Perform other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level