Administrative & Fiscal Support Specialist (CTAHR/PEPS)

University of Hawaii•Honolulu, HI

17h•Onsite

About The Position

This position supports agricultural and environmental protection research initiatives by performing fiscal and administrative functions. The specialist will coordinate and communicate tasks for agricultural professionals conducting global research, process various documents and records, assist with procurement, and administer travel arrangements and reimbursements. A key responsibility includes full-cycle personnel documentation support for faculty, staff, and student employees, including initiating personnel actions, onboarding/offboarding, promotions, tenure applications, contract renewals, and annual evaluations. The role also involves maintaining confidential personnel records and preparing Personnel Action Forms (PAF) for all employment classifications.

Requirements

Possession of a baccalaureate degree in business, communication, science, liberal arts or related field and 0 year(s) of progressively responsible professional experience with responsibilities for administrative and/or office 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 administrative and/or office management 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 administrative and/or office management.
Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of administrative and/or office 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, apply word processing software, and proficiency in fiscal and/or personnel management systems.
Demonstrated ability with social media platforms to enhance departmental activities.

Nice To Haves

Independent judgment in handling public inquiries pertaining to pest management.
Familiarity with fiscal and personnel management systems, such as UH specific programs of Kuali Financial Systems; SAP Concur; RCUH Operating System; E-Travel; Aim Enterprise; Enterprise Asset Management; People Soft; STAR System
Functional knowledge of with administrative support such as agricultural research support.
Functional knowledge of budget requirements, such as with UH, RCUH, state, and federal.
Demonstrated ability to handle confidential and sensitive related matters including safety incidents, legal documentation, budgets, and personnel.

Responsibilities

Coordinates, communicates and assists with various tasks in preparation for agricultural professionals conducting global research initiatives.
Performs fiscal and administrative functions to support agricultural and environmental protection research initiatives.
Processes documents, forms, and records related to education, agriculture, and plant/environmental protection.
Assists with procurement activities and workflows for research support.
Administers travel arrangements and processes reimbursements in compliance with established policies and procedures.
Assists with full-cycle personnel documentation, from recruitment through separation, for faculty, staff, APT, and student employees.
Assists with Initiating and expediting personnel actions, including onboarding/offboarding, promotions, tenure applications, contract renewals, and annual evaluations.
Monitors and maintains confidential personnel records and files, ensuring accuracy in employment status and leave tracking.
Prepares and submits Personnel Action Forms (PAF) and provides comprehensive administrative support for all employment classifications (Faculty, APT, Civil Service, student (SECE), and Graduate Assistants).
Other duties as assigned.