Admin & Fiscal Support Specialist (0081980T)

University of Hawaii•Honolulu, HI

8d•Onsite

About The Position

Serves as the Administrative and Fiscal Support Specialist for the University of Hawaiʻi System Office of Strategic Health Initiatives (OSHI) in support of the Education, Training, and Policy Core of the U.S. Department of Veterans Affairs (VA) Center for Pacific Islander Veteran Health (CPIVH). Provides program coordination, administrative, fiscal, and communications support across OSHI programs. This role supports federally funded health programs and initiatives, assisting higher-level professionals. The specialist will plan, coordinate, and support day-to-day project operations, including calendar and meeting coordination, scheduling, note-taking, travel arrangements, and managing staffing and supply needs for community engagement and curriculum teams. They will act as a point of contact for project staff, contracted specialists, community partners, University offices, and federal sponsor counterparts. Key administrative tasks include processing requisitions, purchase orders, travel requests, P-Card transactions, inventory control, and other expenditures. The role involves implementing and configuring management procedures for deliverable tracking, quality control, file organization, and version control for project records, meeting minutes, and contract files. Additionally, the specialist will assist in compiling checklists, tracking due dates, documenting corrective actions for quality assurance, and preparing reports for the federal sponsor. They will also be involved in planning and analyzing project budgets, expenditures, and grant/contract reporting, as well as coordinating logistical planning for project meetings and events. Writing, editing, and coordinating approval of program documentation, assisting in grant and contract application preparation, and utilizing standard software like Google Workspace, Microsoft Office, Zoom, and Canva are also key duties. This is not a remote position.

Requirements

Possession of a baccalaureate degree in fields related to public health, health sciences, public policy, economics, or political science and one (1) year of progressively responsible professional experience with responsibilities for program coordination, administrative support, fiscal or grant support, and/or communications; or any equivalent combination of education and/or professional work experience.
Functional knowledge of principles, practices and techniques in program coordination, administrative support, fiscal or grant support, and/or communications.
Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with the administration of federally funded contracts and grants.
Demonstrated ability to recognize problems, identify possible causes and resolve the full range of problems that may commonly occur in the area of program coordination, administrative support, fiscal or grant support, and/or communications.
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, apply word processing software, and apply spreadsheet, presentation, videoconferencing, and graphic design software, e.g., Microsoft Office, Google Workspace, Zoom, Canva, and/or Adobe Creative Suite.
Excellent organization, writing, presentation, and communications skills.
Demonstrated ability to work in a fast-paced environment with frequent interaction with team members and OVPRI management, fiscal manager, vendors, researchers, staff from other institutions and other UH units.
Demonstrated ability to manage multiple assignments concurrently and maintain a pleasant, courteous attitude when dealing with others.
Demonstrated ability to solve problems using critical thinking that reflects sound judgement and analysis.
Ability to attend occasional meetings scheduled outside of standard business hours to align with Pacific and U.S. mainland time zones.
Ability to travel, as required.

Nice To Haves

Experience supporting federally funded projects, contracts, or grants within higher education, government, or a nonprofit setting.
Familiarity with the University of Hawaiʻi System and its fiscal, procurement, travel, and human resources policies and procedures.
Knowledge of, or lived experience with, Native Hawaiian, Pacific Islander, and/or U.S.-Affiliated Pacific Islander communities, languages, and cultural protocols.
Experience working with or on behalf of Veterans, military-connected populations, or health care organizations serving them.
Experience coordinating meetings, trainings, conferences, or community events, including virtual and hybrid formats spanning multiple time zones.
Experience with graphic design and content creation tools such as Canva or the Adobe Creative Suite.

Responsibilities

Serves as the Administrative and Fiscal Support Specialist for the Office of Strategic Health Initiatives (OSHI).
Provides program coordination, administrative, fiscal, and communications support for federally funded health programs and initiatives.
Plans, coordinates, analyzes, and supports day-to-day project operations, including calendar and meeting coordination, scheduling, note-taking, travel arrangements, and coordination of staffing and supply needs.
Serves as a point of contact for project staff, contracted specialists, community partners, University offices, and federal sponsor counterparts.
Assists leadership in administrative tasks including processing requisitions, purchase orders, travel requests, P-Card transactions, inventory control, and other expenditures.
Implements and configures management procedures for deliverable tracking, quality control, file organization, and version control.
Assists in compiling checklists, tracking due dates, and documenting corrective actions for quality assurance and quality control.
Supports staff in preparing weekly, monthly, quarterly, and annual reports to the federal sponsor, tracking delivery of key milestones, and assembling supporting documentation.
Plans, schedules, collects data, and assists in the analysis of project budgets, expenditures, and grant and contract reporting.
Develops, coordinates, and conducts logistical planning for project meetings and events.
Writes, edits, and coordinates approval of program documentation, including meeting summaries, fact sheets, newsletters, website content, and event promotion materials.
Assists staff in grant and contract application preparation and submission.
Uses standard software (Google Workspace, Microsoft Office, Zoom, Canva) to create and edit content and maintain project records.
Performs other duties as assigned.