Administrative and Fiscal Support Specialist - Chancellor's Office (0078053T)

University of Hawaii•Honolulu, HI

1d•Onsite

About The Position

The University of Hawai‘i, Kapi‘olani Community College, Office of the Chancellor, is hiring an Administrative and Fiscal Support Specialist. The position provides confidential professional administrative and business-process support to the Chancellor, the Executive Director of Strategy, and other personnel assigned to the Chancellor’s Office. It reports to the Chancellor and serves as the office’s central administrative-processing resource, coordinating executive calendars and travel, preparing and routing memoranda and meeting materials, maintaining meeting records, and processing purchases, payments, and reimbursements. The role builds collaborative working relationships across the College and with University, UH Foundation, and external partners. The position supports fiscal services, personnel and recruitment, and executive administration. Fiscal work includes procurement, payments, travel, contracts, stipends, budget monitoring, reconciliations, invoices, reports, and compliance with applicable University, state, and federal requirements. Personnel responsibilities include managing faculty contract renewal and tenure-and-promotion processes, recruitment workflows, and related paperwork. Administrative duties include managing executive calendars, coordinating and documenting meetings, organizing campus-wide events, maintaining shared-drive records, drafting correspondence, preserving operational procedures, gathering data, and overseeing clerical personnel and student assistants. The position is budgeted temporary, funded by general funds, and is expected to begin approximately December 2026 or earlier, subject to position clearance, funding availability, satisfactory performance, and program needs.

Requirements

A bachelor’s degree in business administration, management, accounting, human resources, finance, public administration, communication, or a related field, and one year of progressively responsible professional experience in business management, fiscal work, or human resources management; or an equivalent combination of education and/or professional work experience.
Functional knowledge of professional administrative support, executive scheduling, meeting administration, document and records management, business correspondence, purchasing, payment and reimbursement processing, and travel coordination.
Functional knowledge of principles, theories, federal and state laws, rules, regulations, and systems related to confidentiality, records access, professional communications, University procurement, payment and reimbursement processing, University travel, and UH Foundation account transactions.
Ability to recognize problems, identify possible causes, and resolve commonly occurring problems in administrative, fiscal, and program support.
Ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.
Ability to establish and maintain effective working relationships with internal and external organizations, groups, team members, and individuals.
Ability to operate a personal computer and use Microsoft Word, Excel, PowerPoint, Adobe Acrobat, digital visualization software such as Adobe Illustrator or similar, communication platforms such as Google Suite, form-creation platforms such as Kauli Build, and other commonly used software.
Ability to prioritize and complete multiple tasks with conflicting deadlines.
Ability to analyze and interpret information and use sound logic and judgment when applying administrative policies and procedures.
Ability to produce detailed, accurate, neat, and organized work and follow assigned tasks through satisfactory completion.

Nice To Haves

At least one year of professional experience supporting senior executives in higher education, government, or a comparably complex organization.
At least one year of professional experience preparing executive-level minutes, memoranda, travel documents, purchasing and payment documents, reimbursement requests, and accessible digital materials.
Knowledge of University of Hawai‘i administrative systems, fiscal and procurement practices, records practices, travel procedures, UH Foundation account processes, and Google Workspace tools.
Ability to work effectively in Hawai‘i’s multicultural environment and familiarity with University protocol and Hawaiian diacritical marks.

Responsibilities

Perform procurement functions, including preparing purchase orders, requisitions, invitations to bid, requests for proposals or quotations, and technical specifications.
Prepare, facilitate, and process direct payments, travel requests and completions, contracts, stipends, reimbursements, and other fiscal activities.
Ensure purchases and expenses comply with federal, state, and University guidelines, procedures, and funding requirements.
Prepare reports and complex documents; gather, interpret, and analyze information and report results.
Reconcile unit, department, and grant expenditures monthly; generate invoices; maintain budget information; prepare financial spreadsheets; and conduct audits and reconciliations.
Monitor the Chancellor’s Office budget in the University’s Kuali Financial system, RCUH financial system, and SAP Concur.
Coordinate purchases, payments, reimbursements, and vendor records funded through UH Foundation accounts, and make recommendations to the Chancellor as necessary.
Work collaboratively with the College’s business office and grants office on fiscal matters.
Manage faculty contract renewal and tenure-and-promotion processes, including drafting memoranda, managing the UH Online Tenure & Promotion System, and assisting faculty with questions.
Assist with creating and implementing workflow documents for personnel and recruitment paperwork.
Manage recruitment processes for faculty, staff, lecturers, casual hires, and student assistants, including preparing or reviewing hiring and personnel forms and coordinating paperwork flow.
Work collaboratively with the College’s human resources office on personnel and recruitment matters.
Assist in managing the Chancellor’s and Executive Director of Strategy’s calendars, coordinate meetings, and ensure efficient scheduling.
Serve as a liaison between the supervisor, staff, and other University System personnel.
Prepare agendas, arrange meeting rooms, record and publish accurate minutes, and track action items and follow-up to completion.
Organize the Chancellor’s Advisory Council, Open Campus Forums, on-campus Board of Regents meetings, and UH Leadership campus visits planned through the Chancellor’s Office.
Assist with campus-wide events, including Ne‘epapa and Campus Updates, coordinating logistics, agendas, invitations, and service or retirement awards.
Maintain organized shared-drive records, naming conventions, access permissions, and archival schedules for the Chancellor’s Advisory Council and campus-wide executive meetings.
Draft and review correspondence for appropriate format, grammar, punctuation, spelling, and compliance with University policies and procedures.
Create and maintain desk procedures, recurring calendars, transaction logs, and handoff records to support operational continuity.
Work with the Office for Institutional Effectiveness to gather data as directed by the Chancellor.
Review, coordinate, and provide instruction on the work of clerical personnel and student assistants, including onboarding, paperwork, daily oversight, and offboarding.
Attend training to ensure compliance with applicable laws, rules, policies, procedures, and practices.
Perform other duties as assigned.