Admin & Fiscal Support Specialist (CTAHR/PEPS)

University of Hawaii•Honolulu, HI

6d•Onsite

About The Position

This position serves as the daily administrative support to the Department Chairperson of the Department of Plant and Environmental Protection Sciences (PEPS) within the College of Tropical Agriculture and Human Resilience (CTAHR). The role operates independently, performing a wide range of complex and confidential duties, reporting directly to the Department Chairperson. The specialist acts as the administrative contact and liaison within PEPS, as well as with University constituents and external contacts, including facility management, FSIS, Graduate Division, Academic Support Offices, RCUH, and UH Foundation. Key responsibilities include managing correspondence, assisting in the development of office systems and procedures, interpreting policies, supporting the Chairperson's daily operations (calendaring, email, phone, logistics), taking minutes at faculty meetings, and coordinating departmental special events. The role also involves significant fiscal and personnel processing, including P-Card transactions, purchase orders, disbursement vouchers, online bill pay, and preparing personnel action forms for various employee types. Additionally, the specialist recruits and supervises student employees, maintains administrative and personnel files, and assists with class schedule reviews and updates.

Requirements

Possession of a baccalaureate degree in business, communication, science, liberal arts or related field and 2 year(s) of progressively responsible professional experience with responsibilities for administrative and office 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 administrative and office management 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 administrative and office management.
Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of administrative and office management.
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 effective working relationships with internal and external organizations, groups, team members and individuals.
Demonstrated ability to operate a personal computer, apply word processing software, and proficiency in fiscal and/or personnel management systems.
Understanding of communication needs to enhance agriculture undergraduate program needs including recruitment; social media or related events for student retention Coordinating, communicating and assisting with various tasks in preparation for special events such as agricultural professionals to conduct 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; People Soft; STAR System
Some experience with agricultural research support.
Demonstrated ability to handle confidential and sensitive related matters including safety incidents, legal documentation, budgets, and personnel.

Responsibilities

Serves as the daily administrative support to the Department Chairperson of the Department of Plant and Environmental Protection Sciences (PEPS), College of Tropical Agriculture and Human Resilience (CTAHR).
Works independently, performing a wide range of complex and confidential duties, reporting directly to the Department Chairperson of PEPS.
Serves as the administrative contact and liaison within PEPS, as with all University constituents and external contacts, including but not limited to facility management, FSIS, Graduate Division, Academic Support Offices, RCUH and UH Foundation.
Reviews, assesses, routes, answers, and monitors follow-up action steps on internal and external correspondence with various University constituents and external contacts.
Assists in the development of college office systems and procedures, policies, and operations.
Interprets and communicates policies and processes.
Assists in the day-to-day operations of the Department Chairperson, including calendaring meetings and events, monitoring and responding to emails and phone calls, and arranging for logistics, whether in person or remotely (e.g., Zoom).
Participates and takes minutes in department faculty meetings, as needed.
Coordinates departmental special events throughout the year.
Independently prepares and processes P-Card Log transactions, processes fiscal documents, i.e. purchase order requests, inter-departmental orders, disbursement vouchers, online bill pay for faculty, in the KFS, RCUH, and UH Foundation systems.
Assists faculty in preparing service contracts/agreements with vendors.
Logs, sorts, and distributes payroll to faculty/staff/students.
Monitors incoming and outgoing documents from onset to completion; coordinates and initiates expediting actions.
Monitors and maintains personnel records and files for the faculty and staff.
Prepares and submits personnel action forms (PAF), for faculty and staff as it relates to full cycle onboarding and offboarding, promotions and tenure applications, contract renewals, evaluations, leave requests, employment status, and any other administrative support tasks as it relates to for civil service, APT, student (SECE), Graduate students, and faculty positions.
Recruits and interviews student employees.
Prepares and submits personnel forms for student hires.
Plans daily work assignments for student employees.
Reviews and approves the student's online timesheet in the SECE system.
Supervises clerical staff and/or students as necessary to maintain efficient office operations and facilitate workflow.
Maintains administrative, personnel, and program matter files pertaining to county and state activities related to research and extension, including plot and space allocation, and interagency programs and projects.
Responsible for PEPs special event coordination throughout the year.
With the Department Chair, assists and reviews the schedule of classes for each semester; includes completing the Schedule of Classes Form for any changes in class schedule and room reservations.
Updates catalog and directories.
Other duties as assigned.