Administrative & Fiscal Support Specialist (0096955T)

University of Hawaii•Honolulu, HI

1d•Onsite

About The Position

This is a temporary, full-time, 11-month position within the College of Social Sciences, Administrative Services at the Manoa Campus. The appointment is renewable based on performance, program needs, and/or funding availability. The role involves assisting with fiscal and personnel administration, ensuring compliance with university and state policies, and supporting various administrative functions.

Requirements

Possession of a baccalaureate degree in Business administration, Arts and Sciences, or related field and 0 year(s) of progressively responsible professional experience with responsibilities for fiscal and/or personnel administration; or equivalent education/training or experience.
Functional knowledge of principles, practices, and techniques in fiscal and/or personnel administration demonstrated by knowledge, understanding, and ability to apply concepts and terminology.
Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations, and systems associated with fiscal and/or personnel administration.
Demonstrated ability to recognize problems, identify possible causes, and resolve the full range of problems that may commonly occur in fiscal and/or personnel administration.
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.
Ability to communicate effectively, both verbally and in written form.
Ability to work in a large organizational setting, with multiple departments and programs.
Ability to follow oral and written instructions.
Any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills, and abilities as indicated.

Nice To Haves

Strong organizational skills and ability to recommend, develop, and implement fiscal organization and management.
Ability to facilitate interdisciplinary teams in developing budgets for proposals.
Some experience with UH, RCUH, and federal budget requirements.
One year of professional experience with responsibilities in accounting.

Responsibilities

Assists with the collection and analysis of fiscal, budget, and program data and preparation of financial management status reports.
Reviews and processes personnel documents for graduate research assistants (GA-11), ensuring compliance with university policies and procedures.
Updates and maintains internal College logs and personnel records.
Reviews travel requests and completion reports for accuracy, completeness, and taxability of per diem, and processes for payment.
Audits vendor invoices and processes payments, involving data input and hard copy processing.
Serves as a resource to department and program personnel on proper procurement procedures according to administrative policies and procedures of the University of Hawai`i and laws and guidelines of the State of Hawai`i.
Reviews, audits, and approves procurement documents to assure compliance with Federal, State of Hawaii, and University guidelines, policies, and procedures.
Reviews PCDOs in a timely manner in adherence to OPRPM deadlines, assuring compliance with UH Policies and Procedures.
Assists in the coordination of annual inventory.
Assists with training of department support staff on electronic financial systems developed by the university.
Works with Administrative Officer to resolve issues that arise involving departments, other units, as well as system-wide offices.
Assists with the resolution of problems between departments and vendors; negotiates solutions when applicable.
Assists with the fiscal year end closing, preparing entries to record accounts receivable, prepaid expenses, accounts payable, miscellaneous encumbrances, and other adjustments and accruals.
Stays abreast of current administrative policies and procedures in relation to fiscal and personnel administration.
Performs other duties as assigned.