Administrative & Fiscal Support Specialist (0079701)

University of Hawaii•Honolulu, HI

22h•Onsite

About The Position

Provides administrative staff support to the Department and Department Chair in a wide range of matters, ensuring the smooth running of the department. This role manages daily operations of the department office, including opening and closing. It involves preparing and processing personnel documents for hiring new faculty, lecturers, graduate assistants, visiting colleagues, and office assistants, and coordinating faculty recruitment. The position also manages and maintains confidential files, gathers information for various reports, reviews and recommends changes in policies and procedures, and oversees implementation of program operations. Additionally, it assists with department and/or college-wide functions, hires and supervises student help, oversees grade changes and other academic forms, participates in department meetings, and serves as the Telecom Coordinator for the Department. The role responds to inquiries, prepares and reviews travel forms, establishes and maintains various office records, oversees department-controlled rooms, keys, equipment reservations, and space records. It also manages department equipment, copy machines, and copy codes, coordinates parking, and assists in the preparation and completion of purchasing documents. The specialist maintains one of the department's p-cards for purchasing and works with faculty on processing approved reimbursements. Special tasks assigned by the Chair and other duties as assigned are also part of the role.

Requirements

Possession of a baccalaureate degree in business administration, education, arts and sciences, or related field and 1 year(s) of progressively responsible professional experience with responsibilities for fiscal and/or personnel 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 fiscal and/or personnel 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 fiscal and/or personnel and/or office management.
Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the fiscal and/or personnel 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 and apply word processing software.

Nice To Haves

Experience in academic policies and procedures at the university level.
Demonstrated knowledge of university and extramural funding policies and procedures.
Familiarity with University of Hawai`i fiscal and/or personnel policies and procedures.

Responsibilities

Manage daily operations of the department office, including the opening and closing of the office.
Prepares and processes personnel documents, including but not limited to documents for hiring new faculty, lecturers, graduate assistants, visiting colleagues, and office assistants.
Coordinates faculty recruitment.
Manages and maintains confidential files for the department.
Gathers information for various reports, i.e., the University, professional associations, governmental agencies, business and other requests.
Reviews and makes recommendations for changes in policies and procedures.
Oversees implementation of program operations.
Assists with Department and/or college-wide functions as needed.
Hires and supervises student help in performance of work duties (e.g., book orders and submitting purchases/stipends into appropriate systems).
Ensures work is completed accurately and timely.
Oversee grade changes and other academic forms as needed.
Participates in department meetings, gathers and disseminates information as needed, and maintains meeting minutes.
Serves as Telecom Coordinator for the Department.
Responds to inquiries from university Departments, central offices, general public.
Prepares and reviews travel forms for compliance with federal, state and university rules and regulations.
Establishes and maintains documents for maintenance contracts, correspondence, reports, procurement, inventory, and other standard office records.
Oversee Department-controlled rooms, keys, equipment reservations, and maintains records of space.
Oversee Department equipment, high-capacity copy machine and copy codes.
Coordinates parking and parking passes for the Department.
Assists in the preparation and completion of purchasing documents for the Department, including intramural and extramural funds.
Maintains one of the Department's p-cards for purchasing in conjunction with other department staff.
Works with faculty on processing approved reimbursements on intramural and extramural, and UH foundation funds.
Special tasks assigned by the Chair.
Other duties as assigned.