Administrative & Fiscal Support Specialist (#0097696T)
About The Position
Serves as the Administrative and Fiscal Support Specialist for the Ho'ola UTelehealth Program of the University of Hawaii (UH) John A Burns School of Medicine. Assists program faculty and staff with the review, analysis and preparation of administrative, fiscal and personnel related documents, including but not limited to requisitions, purchase orders, travel requests and other documents. Follows up with program faculty and staff, school fiscal staff, Office of Research Service staff, subawardee staff, and program funder staff to assure timely completion and approval of administrative, fiscal and personnel documents. Initiates, prepares, reviews and audits expenditure documents in accordance with established UH/Research Corporation of the University of Hawaii (RCUH)/University of Hawaii Foundation (UHF)/Department of Health (DOH) procedures. Communicates with vendors, obtains quotes, makes travel arrangements, prepares requisitions, follows through on delivery and payment; ensures compliance with UH/RCUH/UHF/DOH policies and procedures while carrying out these tasks. Keeps abreast of changes/updates in applicable administrative policies and procedures. Assists faculty in the preparation and submission of grant applications and manuscripts, as well as following grant applications and manuscripts through the approval process. Coordinates regular meetings/conferences by planning, scheduling, preparing agenda among others and effectively communicating with team members. Assists in managing grant funds once awarded; assists faculty in obtaining budget balance information, tracking budget allocations, and preparing progress reports. Sets priorities, identifies problem areas, and makes recommendations to faculty, staff and administrators to resolve problem areas. Other duties as assigned.
Requirements
- Possession of a baccalaureate degree in Business Administration, education, health, humanities or related field and 0 year(s) of progressively responsible professional experience with responsibilities for business management 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 business management 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 an organization of higher education.
- Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in an organization of higher education.
- 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 and spreadsheet software.
Nice To Haves
- Familiarity with the UH and RCUH policies and procedures.
- Experience working in or with grant funded programs.
- Knowledge of basic accounting and fiscal operations and experience with budget preparation.
Responsibilities
- Serves as the Administrative and Fiscal Support Specialist for the Ho'ola UTelehealth Program.
- Assists program faculty and staff with the review, analysis and preparation of administrative, fiscal and personnel related documents, including but not limited to requisitions, purchase orders, travel requests and other documents.
- Follows up with program faculty and staff, school fiscal staff, Office of Research Service staff, subawardee staff, and program funder staff to assure timely completion and approval of administrative, fiscal and personnel documents.
- Initiates, prepares, reviews and audits expenditure documents in accordance with established UH/RCUH/UHF/DOH procedures.
- Communicates with vendors, obtains quotes, makes travel arrangements, prepares requisitions, follows through on delivery and payment; ensures compliance with UH/RCUH/UHF/DOH policies and procedures.
- Keeps abreast of changes/updates in applicable administrative policies and procedures.
- Assists faculty in the preparation and submission of grant applications and manuscripts, as well as following grant applications and manuscripts through the approval process.
- Coordinates regular meetings/conferences by planning, scheduling, preparing agenda among others and effectively communicating with team members.
- Assists in managing grant funds once awarded; assists faculty in obtaining budget balance information, tracking budget allocations, and preparing progress reports.
- Sets priorities, identifies problem areas, and makes recommendations to faculty, staff and administrators to resolve problem areas.
- Other duties as assigned.
Benefits
- Salary schedules and placement information
- PBA, minimum $4627/month
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
