Admin & Fiscal Support Specialist - 0097758T

University of Hawaii•Kapolei, HI

7d•Onsite

About The Position

The Admin & Fiscal Support Specialist provides professional administrative support to the Office of the Vice Chancellor for Academic Affairs at the University of Hawaiʻi at West Oʻahu, facilitating daily office operations and serving as a liaison with campus units. The role provides information and routes communications for visitors and callers; supports academic personnel, payroll, and course-scheduling processes; and coordinates clerical services for seven academic divisions. The position is part-time, 11-month, and temporary.

Requirements

A baccalaureate degree in Business Administration or a related field and one year of progressively responsible professional experience in business or human resources administration, or an equivalent combination of education and/or professional work experience.
Functional knowledge of principles, practices, and techniques in business management, human resources, or personnel administration, including the ability to apply relevant concepts and terminology.
Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations, and systems associated with human resources administration, business management, or related fields.
Demonstrated ability to recognize problems, identify possible causes, and resolve common problems in human resources administration or 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.

Nice To Haves

Experience with database creation and management.
Knowledge of University of Hawaiʻi, higher education, or public-sector organization policies, procedures, and relevant practices.
Experience using computerized human resources information systems, STAR, and Kuali.

Responsibilities

Provide professional administrative support for the Office of the Vice Chancellor for Academic Affairs and facilitate daily office operations.
Serve as a liaison with the Chancellor’s Office, Student Affairs, and Administrative Services.
Act as a primary contact for visitors and callers, provide general academic program information, route communications, and process updates for course cancellations and room changes.
Assist the Operations Coordinator with academic personnel processes, including assembling, updating, and maintaining confidential files for faculty, lecturers, and student assistants.
Process and track faculty overloads, courses, course loads, and schedule adjustments according to established deadlines.
Provide clerical support for personnel and payroll workflows, including logging records and distributing paychecks and tax documents such as W-2s and 1095-Cs.
Coordinate the collection and routine distribution of course syllabi for division needs and accreditation reporting.
Fulfill general clerical and supply requests for seven academic divisions, including exam copying, routine IT and key requests, and mail distribution.
Schedule conference rooms using reservation software and assist users with basic equipment operations, including copiers, fax machines, and Scranton machines.
Submit supply orders according to University and State guidelines.
Assign daily tasks to student assistants and monitor work accuracy according to established office procedures.
Perform other duties as assigned.