Admin & Fiscal Support Specialist (0097718T)

University of Hawaii•Honolulu, HI

1d•Onsite

About The Position

Provide administrative and fiscal support to the Oceanography Department Faculty and their associated research groups, including post-doctoral researchers and students. Responsible for the preparation and review of travel requests and completion reports for faculty, staff, and students to attend meetings, conferences, and participation in field research programs. Independently determines appropriateness of various fiscal and personnel documents and recommends alternatives as necessary. Advise members on various fiscal policies and procedures. Also provides recommendations on various procurement issues, including travel, within established policies and procedures. Responsible for the procurement and inventory of all supplies, services, and expediting of payments. Advise Principal Investigators with the proper procurement policies/procedures for large equipment purchases. Oversee Principal Investigators budget reports from the fiscal office and ensure purchases are within the budget. Prepare and audit necessary fiscal documents in accordance with established policies and procedures, including purchase requisitions for the purchase of laboratory equipment and supplies, airfares, payments, and reimbursements on time. Establish and maintain good relations with vendors, including clarifying quotes, purchase orders, and payments. Assist new foreign researchers/visitors with the completion of appropriate visa applications. Complete required visa request paperwork, obtain signatures, & submit all forms to the appropriate office promptly to ensure visa will be obtained before appt date. Prepare and audit paperwork for hiring new personnel, which includes, but is not limited to, graduate assistants, postdoctoral appointments, technicians, and student help. Determines the most suitable hiring source and submits timesheets as needed. Prepare and audit overload forms for both faculty and graduate assistants. Prepare and submit associated payment forms as required. Provide staff support on Procurement Card (P-Card) transactions. Independently determines correct reallocations and input of appropriate budget and account codes in the Kuali Financial System (KFS). Utilize software programs used by the campus and the UH System, including KFS, eTravel, and the RCUH procurement system, to process various fiscal documents. Other duties as assigned.

Requirements

Possession of a baccalaureate degree in Business Administration, Education, Oceanography, STEM, or related field and 1 year of progressively responsible professional experience with responsibilities for general 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 business management, procurement and/or financial 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 business management, procurement and/or financial management.
Demonstrated ability to recognize problems, identify possible causes, and resolve the full range of problems that may commonly occur in business management, procurement and/or financial 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 apply word processing software.

Nice To Haves

Familiarity with KFS.
Ability to work successfully in an environment with a wide range of personalities and needs, while maintaining a positive attitude.
Work experience in human resources management.
Familiarity with UH and RCUH policies and procedures.
Familiarity with immigration and employment procedures, including the J-1 Exchange Visitor Program.
Professional work experience in an academic/university environment, preferably in an Ocean Science-related field.

Responsibilities

Provide administrative and fiscal support to the Oceanography Department Faculty and their associated research groups, including post-doctoral researchers and students.
Prepare and review travel requests and completion reports for faculty, staff, and students to attend meetings, conferences, and participation in field research programs.
Determine appropriateness of various fiscal and personnel documents and recommend alternatives as necessary.
Advise members on various fiscal policies and procedures.
Provide recommendations on various procurement issues, including travel, within established policies and procedures.
Procure and maintain inventory of all supplies and services, and expedite payments.
Advise Principal Investigators with the proper procurement policies/procedures for large equipment purchases.
Oversee Principal Investigators budget reports from the fiscal office and ensure purchases are within the budget.
Prepare and audit necessary fiscal documents in accordance with established policies and procedures, including purchase requisitions for laboratory equipment and supplies, airfares, payments, and reimbursements.
Establish and maintain good relations with vendors, including clarifying quotes, purchase orders, and payments.
Assist new foreign researchers/visitors with the completion of appropriate visa applications.
Complete required visa request paperwork, obtain signatures, and submit all forms to the appropriate office promptly.
Prepare and audit paperwork for hiring new personnel, which includes graduate assistants, postdoctoral appointments, technicians, and student help.
Determine the most suitable hiring source and submit timesheets as needed.
Prepare and audit overload forms for both faculty and graduate assistants.
Prepare and submit associated payment forms as required.
Provide staff support on Procurement Card (P-Card) transactions.
Determine correct reallocations and input of appropriate budget and account codes in the Kuali Financial System (KFS).
Utilize software programs used by the campus and the UH System, including KFS, eTravel, and the RCUH procurement system, to process various fiscal documents.