Administrative & Fiscal Support Specialist (0096982T)

University of Hawaii•Honolulu, HI

4d•Onsite

About The Position

Provides administrative and fiscal support to the Applied Research Laboratory at the University of Hawai'i. This includes managing requisitions, purchase orders, travel arrangements, P-Card transactions, inventory control, expenditures, and monthly budget reports. The role also involves supporting the preparation and dissemination of budget status reports and DIs (distribution of income), and facilitating the review and verification of proposals and budgets to ensure compliance with funding solicitations, laws, regulations, and university policies. Additionally, the position assists in maintaining database records for sponsored proposals, awards, and subawards, serving as a primary contact for proposal, award, and subaward management activities. This includes responding to inquiries, ensuring timely execution of documents, resolving compliance concerns, tracking unfunded proposals, validating document completion, and filing records. The role also involves reviewing and submitting post-award change requests, acting as an institutional liaison, and coordinating with stakeholders to ensure compliance with award conditions and timely submission of reports. The specialist will also compile periodic reports on workload status and progress, and engage in training programs to ensure thorough understanding and compliance with extramural proposal, award, and subaward regulations.

Requirements

Possession of a baccalaureate degree in Business Administration or related field and 1 year(s) of progressively responsible professional experience with responsibilities for financial 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 the area of governmental accounting, finance, or business administration 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 financial or government accounting, purchasing/contracting management and payments.
Demonstrated ability to recognize problems, identify possible causes and resolve.
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, including Microsoft Office, Google Applications, and Microsoft Teams.

Nice To Haves

Familiarity or work experience with the Kuali Financial System (KFS) and/or RCUH Financial Portal.
Knowledge of the policies and procedures of UH and Research Corporation of the University of Hawaii.

Responsibilities

Provides administrative and fiscal support to the Applied Research Laboratory at the University of Hawai'i, including requisitions, purchase orders, travel arrangements, P-Card transactions, inventory control, expenditures, and monthly budget reports.
Supports the preparation, drafting, completing, and disseminating of monthly budget status reports and DIs (distribution of income).
Facilitates the review and verification of proposals and budgets to ensure alignment with funding solicitations, applicable laws, regulations, and sponsor as well as University of Hawai'i policies.
Assists with the creation, updating, correction, and maintenance of database records for extramurally sponsored proposals, awards, subawards, and related documents.
Serves as the primary contact for proposal, award, and subaward management activities, including responding to inquiries, ensuring timely execution of documents, resolving compliance concerns, tracking unfunded proposals, validating document completion, and systematically filing records in the official extramural document repository.
Assists in reviewing and submitting post-award change requests to extramural sponsors, acting as an institutional liaison for post-award changes requiring institutional oversight.
Coordinates with University of Hawai'i stakeholders to track and ensure compliance with award conditions, emphasizing the timely submission of required reports and adherence to all guidelines.
Ensures the accuracy and relevancy of data related to workload assignments, compiling periodic reports on individual workload status and progress to support administrative and institutional purposes, as requested.
Engages in training programs covering extramural proposals, awards, subawards, and applicable governmental laws, regulations, and University of Hawai'i policies to ensure thorough understanding and compliance.
Other duties as assigned.