Administrative & Fiscal Support Specialist (0097617T)

University of Hawaii•Honolulu, HI

1d•Onsite

About The Position

This position provides administrative and fiscal support to the Dean, Senior Advisor on Global Initiatives, and International Programs Director within the College of Social Sciences, specifically for the Social Sciences Dean's Office at the University of Hawaii at Manoa. The role involves assisting with the development and delivery of short-term programs for international visitors, maintaining an inventory of agreements with partner universities, and ensuring compliance with various laws, regulations, and policies related to fiscal and personnel matters. The specialist will also handle a range of administrative tasks, including processing fiscal documents, managing office functions, coordinating outside services, and providing logistical support for programs and events. The position is initially part-time (.50 FTE) with the possibility of increasing to full-time (1.00 FTE) based on funding availability. It is an 11-month temporary position.

Requirements

Possession of a baccalaureate degree in business, education, human development, family studies, humanities, social sciences, STEM or related field and 0 year(s) of progressively responsible professional experience with responsibilities for project/program administration and/or 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 area of program administration and/or management in academia 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 program administration and/or management.
Demonstrated ability to recognize problems, identify possible causes and resolve the full range of problems that may commonly occur in the program administration and/or 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 and spreadsheet software.
Ability to follow oral and written instructions.
Strong verbal and written communication skills.
Demonstrated ability to work on and organize multiple projects and requests simultaneously.
Proficient in Microsoft Office and other basic programs (Adobe PDF, Google Docs, etc.)
Demonstrated customer service and team oriented skills, with flexible work style.
Ability to attend events outside of normal business hours, which may include nights, weekends, and holidays as needed and directed.
Ability to travel independently to various geographical locations in a timely manner.
Requirement may be fulfilled by a valid Hawaii Driver's license (class 3), comparable driver's license, or other means of transportation, which meets position needs.

Nice To Haves

Experience within a customer service role in a non-profit or higher education environment.
Experience working with older adults.
Multicultural and/or multilingual experience working with individuals from China, Japan, Korea, or other Pacific and Asian populations.
Previous professional experience with international students.
Experience with travel, study, or residency outside of the United States.
Knowledge of a second language, especially Japanese, Mandarin, or Korean.
Familiarity with the administrative and/or fiscal policies and procedures of the University of Hawaii and/or the Research Corporation of the University of Hawaii.

Responsibilities

Assists the Dean, Senior Advisor on Global Initiatives, and International Programs Director in developing and delivering short-term programs for international visitors.
Assists the Dean, Senior Advisor on Global Initiatives, and International Program Director in maintaining an inventory of agreements (MOU, MOA) with partner universities.
Ensures compliance with applicable UH, UHF, RCUH, state, federal, and sponsoring agency laws, regulations, policies, procedures and other guidelines applicable to fiscal and personnel matters.
Anticipates, recognizes & resolves problems relating to the coordination of key management and program operations, responds to inquiries from international program participants.
Assists with preparation, review & processing of fiscal documents, including but not limited to, purchases, payments, requisitions, purchase orders, sole source purchases, requests for quotations, reimbursements, including instructor honoraria.
Prepares and processes a variety of administrative documents related to office operations such as travel, training/conference registration, professional memberships/subscriptions, inventory control and others.
Manages office functions effectively such as servicing/maintenance of equipment and facilities, maintaining supplies, informing staff regarding office-related information and others.
Coordinates outside services such as facilities, telecom, information technology support, etc. as needed.
Maintains accurate and complete records and reports of all administrative activities and processes.
Provides logistical support for programs and events; opens and prepares classrooms, sets up equipment as necessary.
Assists with the preparation of program, meeting, and event materials including duplicating and distributing materials and picking up food and supplies as necessary.
Works outside of the normal working hours, including evenings, and/or weekends, as needed and directed.
Other duties as assigned.