Admin & Fiscal Support Specialist (Administrative Support Associate, 0078821T)

University of Hawaii•Honolulu, HI

6d•Onsite

About The Position

Serves as an administrative fiscal support specialist for the Army Natural Resource Program on O'ahu (ANRPO) and its programs, carrying out and providing guidance on administrative, financial, and personnel requests. Reviews and submits requisitions, purchase orders, travel arrangements, P-Card transactions, contracts and service orders, inventory management, and timesheet processing for approvals, while ensuring compliance with UH/RCUH policies and overseeing budgeting, reimbursements, and expenditure approvals. Tracks budgets. Implements personnel action changes, position posting, and HR requests. Manages record retention and personnel documentation, maintaining archives, tracking updates, coordinating digital files, processing timesheets, and overseeing onboarding/offboarding procedures, including issuing and collecting gear. Provides logistical and facility support, ensuring office organization and cleanliness, equipment maintenance, work order tracking, vehicle fleet management, inventory oversight and tracking including hand receipts, pick-ups and deliveries, and compliance with security requirements. Handles communication and coordination, managing phone inquiries, program-wide notifications, administrative calendars, vendor interactions, procurement compliance, staff correspondence, meeting documentation, and report formatting. Supports emergency response and field operations, implementing and coordinating safety procedures, ensuring safety protocols are followed, serving as radio base communications hub, and assisting with emergency communication and planning. Monitors policies, procedures, and workflows, recommending improvements, resolving operational challenges, and ensuring compliance with administrative guidelines. Occasionally implements field work to assist field teams and gain familiarity with work locations and field safety issues. Conducts operations in UXO-affected areas, supports helicopter missions, and may perform other high-risk tasks while ensuring safety and regulatory compliance.

Requirements

Possession of a baccalaureate degree in Business, Communications, Natural Resources, Social Sciences, Natural Sciences, or related field and one (1) year of progressively responsible professional experience with responsibilities in administrative support; 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 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 procurement procedures.
Demonstrated ability to recognize problems, identify possible causes and resolve the full range of problems that may commonly occur in the area of business 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 maintain effective working relationships with internal and external organizations, groups, team members and individuals.
Demonstrated ability to operate a personal computer, and use word processing software; Microsoft Word, Excel, Outlook, Access, PowerPoint, and Teams; Adobe; and Google web-based software.
Strong organizational skills.
Excellent oral and written communication skills, including the ability to draft correspondence and interact professionally with internal teams and external stakeholders
Basic knowledge of fiscal and administrative practices, including accounting, book-keeping, travel planning, human resources actions, office management, and supply and equipment inventory.
Required to complete a Department of Defense (DoD) security check for employment as an Army contractor, including a government security investigation and eligibility verification for access to unclassified information.
Must be able to complete the UH Information Security Awareness Training (ISAT) within two (2) weeks from date of hire, and re-certify every twelve (12) months.
Must possess Certification in First Aid/CPR or be able to obtain the certificate within three (3) months of hire through provided training. Certification must be maintained throughout the duration of employment.
Must be able to complete basic helicopter safety courses within six (6) months from date of hire.
Must complete Hazard Communication training immediately after hire or no later than the employee's initial exposure to hazardous chemicals.
Must be able to complete basic orientation and training on safe pesticide use.
Must complete Unexploded Ordnance (UXO) Training within six (6) months from date of hire and maintain throughout duration of employment.
Capable of lifting up to 45 pounds unassisted.
Requires a valid U.S. driver's license and the ability to drive a four-wheel-drive vehicle in various conditions.
Required to comply with all applicable RCUH, University of Hawai'i, and business entity policies, procedures, and training as a condition of employment.

Nice To Haves

Knowledge of Department of the Army natural resources programs and the policies and organizational contexts in which they are managed.
Knowledge of Federal, State, and local environmental laws relevant to natural resource management.
Familiarity with University of Hawai'i (UH) and Research Corporation of the University of Hawai'i (RCUH) policies and procedures.
Experience in logistical support, including coordination of supplies, field operations, and administrative tasks.
Experience working in an office environment to support biological field activities.
Technical support skills, including troubleshooting network, computer, printer, and fax/scanner issues.
Proficiency in database applications for data management and record-keeping.
Basic knowledge of biological principles and appreciation for biological resources, particularly Hawaiian ecosystems.
Able to hike in remote areas on rugged terrain.

Responsibilities

Reviews and submits requisitions, purchase orders, travel arrangements, P-Card transactions, contracts and service orders, inventory management, and timesheet processing for approvals, while ensuring compliance with UH/RCUH policies and overseeing budgeting, reimbursements, and expenditure approvals.
Tracks budgets.
Implements personnel action changes, position posting, and HR requests.
Manages record retention and personnel documentation, maintaining archives, tracking updates, coordinating digital files, processing timesheets, and overseeing onboarding/offboarding procedures, including issuing and collecting gear.
Provides logistical and facility support, ensuring office organization and cleanliness, equipment maintenance, work order tracking, vehicle fleet management, inventory oversight and tracking including hand receipts, pick-ups and deliveries, and compliance with security requirements.
Handles communication and coordination, managing phone inquiries, program-wide notifications, administrative calendars, vendor interactions, procurement compliance, staff correspondence, meeting documentation, and report formatting.
Supports emergency response and field operations, implementing and coordinating safety procedures, ensuring safety protocols are followed, serving as radio base communications hub, and assisting with emergency communication and planning.
Monitors policies, procedures, and workflows, recommending improvements, resolving operational challenges, and ensuring compliance with administrative guidelines.
Occasionally implements field work to assist field teams and gain familiarity with work locations and field safety issues.
Conducts operations in UXO-affected areas, supports helicopter missions, and may perform other high-risk tasks while ensuring safety and regulatory compliance.