Admin & Fiscal Support Specialist (pos #0095620)

University of Hawaii•Hilo, HI

4d•Onsite

About The Position

The Fiscal and Administrative Support Specialist position serves a vital role in the CAS Social Sciences Division Office, providing a wide foundation of support for the faculty, students, and staff. Under the direction of the Social Sciences Division Chair, this position works closely with the Senior Administrative Officer in the College of Arts and Sciences.

Requirements

Possession of a baccalaureate degree in any field and one (1) year of professional experience with responsibilities for fiscal or business administration in a university or office setting; 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, procurement and human resources administration 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 and human resources.
Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of fiscal and budget 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, and apply word processing software.
Demonstrated ability to prepare, implement, monitor, and safeguard budgets, payroll, personnel, purchasing, equipment, contracts, and other financial records.
Demonstrated ability to plan, organize, and direct the administrative business of an active office setting.
Ability to monitor orders from onset to completion; coordinates and initiates expending actions.

Nice To Haves

Functional knowledge of student registration and information systems
Experience recruiting and on-boarding student employees, including posting of student jobs, entering student data, assisting in completion of forms, reviewing time sheets, and follow up.
Functional knowledge of financial systems, ability to interpret unit summaries by different account codes and write reports.
Experience in preparing and processing travel requests.
Demonstrated knowledge of database management, data mining software, financial systems, and spreadsheets.
Experience in multiple business office settings in a higher education institution.
Demonstrated ability to interpret and present information and ideas .
Experience in maintaining and managing division website using University platforms.
Functional knowledge of UH Foundation financial processes, including preparing processing payments and managing accounts.

Responsibilities

Assists in staffing the Social Sciences Office, receives appointments and walk-ins, answers phones and routes to proper staff.
Submits financial and fiscal reports to Social Sciences Division Chair.
Works with College Administrative Officer to monitor, prepare, review and submit personnel and payroll transaction forms (e.g. SF-I, HRD-I, Form 5B, Form 6, etc.) and other necessary documents to hire, retain, and terminate staff, faculty and lecturers.
Research and purchase supplies and office equipment.
Assists with maintaining inventory and orders office supplies as needed, in coordination with the College Administrative Officer and Dean’s Secretary.
Prepares and submits requisitions, information for bids, bid specifications, technical specifications, and requests for quotations; contacts vendors and obtains quotes; assists in the preparation and processing of purchasing requests for proprietary or sole-source purchases and travel requests in compliance with applicable laws, policies, procedures, rules, and regulations.
Assists with all aspects of Social Sciences events, service learning, and fieldwork course organization and planning, including the arrangement, purchase, and payment of transportation, food, and fees for classes visiting and working with the community.
Maintains and monitors internal accounting and fiscal records for general funds, special funds, external funds and UH Foundation funds.
Work with RCUH and/or RAPD on the Division’s accounting, fiscal/financial and procurement matters as needed for grant projects.
Assists in the recruitment and on-boarding of student employees, including posting of student jobs on SECE, entering student data, assisting in completion of forms, reviewing time sheets, and SECE follow up.
Assists the College Administrative Officer and Dean’s Secretary with conducting of faculty and staff searches.
Arranges, submits, and places advertisements for publication ; arranges interviews and travel as appropriate.
Assists the College Administrative Officer with preparing travel arrangements utilizing the eTravel system, including preparing travel requests, travel completion reports, and other accompanying forms for Division personnel.
Enters data in the STAR and Banner online system for student registration, modification, and override permits, as well as student record and registration information.
Maintains and periodically updates the college and departmental web sites, newsletters, and marketing media and materials.
Other duties as assigned.