Administrative & Fiscal Support Specialist (0097051T)

University of Hawaii•Honolulu, HI

4d•Onsite

About The Position

This position provides administrative and fiscal support for the University of Hawai`i at Manoa (UHM) Office of the Provost, designated Vice Provost offices, and associated programs as part of the centralized administrative support team. The role involves assisting with a variety of fiscal and administrative transactions, monitoring and reconciling spending accounts, and reviewing fiscal records to ensure accuracy and compliance with policies and regulations.

Requirements

Possession of a baccalaureate degree in Business Administration, Art and Humanities, Social Sciences, Economics, Public Administration, or related field; and 0 years of progressively responsible professional experience with responsibilities for financial accounting or project administration; 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 financial accounting, and/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 business administration and/or financial accounting.
Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of financial accounting.
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 proficiency across Microsoft Office (Word, Excel, etc.), Adobe, and Google platforms.
Ability to manage multiple tasks and shifting priorities to ensure all financial and administrative deadlines are met.
Proven ability to perform high-volume data entry with a high degree of accuracy and attention to detail.
Demonstrated ability to handle sensitive information with discretion and maintain strict confidentiality regarding personnel and fiscal records.

Nice To Haves

Familiarity using the Kuali Financial System (KFS) and/or the RCUH Financial Portal to process transactions.
Working knowledge with UH and RCUH accounting, procurement, and personnel management systems.
Familiarity with UH Systemwide Policies and Procedures (PPIS).

Responsibilities

Provides administrative and fiscal support for the University of Hawai`i at Manoa (UHM) Office of the Provost, designated Vice Provost offices, and associated programs as part of the centralized administrative support team.
Assists with the processing of a variety of fiscal and administrative transactions including requisitions, purchase orders, and P-Card purchases, ensuring all supporting documentation is accurate and compliant with University and State policies and procedures.
Assists with the monitoring and reconciling of spending accounts across various fund types, including general, special, revolving, and extramural funds, to assist with budget development, expenditure planning, and the preparation of financial projections for supported units.
Performs a preliminary review, auditing, and reconciliation of invoices, receipts, and fiscal records to ensure accuracy before routing for final approval.
Provides support in reviewing and verifying fiscal transactions, including purchases, travel, reimbursements, and payments, to ensure compliance with Federal, State, University, RCUH, and sponsor regulations. May approve transactions and exercise fiscal signing authority for amounts up to $10,000, as delegated.
Coordinates travel arrangements and prepares travel authorizations and completions for university personnel, guest speakers, and other visitors across the Provost's units, ensuring compliance to institutional travel regulations and timely reimbursement.
Works with the UH Office of Research Services (ORS) and RCUH (Research Corporation of the University of Hawai'i) to help manage and issue subawards and subcontracts, ensuring all necessary documentation is processed and tracked correctly.
Assists in the preparation and maintenance of personnel and payroll documents, including processing student assistant (SECE) and casual hire paperwork and monitoring TAPS timesheet submissions.
Participates in maintaining and organizing the office's official fiscal and administrative record-keeping systems, ensuring that digital and physical files are archived according to University retention policies.
Oversees and processes the procurement of supplies and equipment and assists with the annual inventory verification process to ensure equipment and resources are properly tracked.
Serves as a central point of contact for routine vendor and departmental inquiries, assisting with the resolution of basic issues involving payments, deliveries, and document status.
Participates in ongoing training on University fiscal systems (e.g., KFS), administrative procedures, and applicable state laws to ensure continued compliance.
Other duties as assigned.