Administrative & Fiscal Support Specialist (#0077831T)

University of Hawaii•Honolulu (Manoa), HI

1d•Onsite

About The Position

This position provides support staff services in all areas of procurement, administration of extramural/intramural management, personnel, and administrative functions to assigned principal investigators and administrative professional technical staff. The role involves processing reimbursements, advising project staff on policies, distributing purchase orders and payments, and preparing/processing payroll. It also assists with personnel functions, initiates and facilitates procurement, payment, and personnel actions, and ensures timely and accurate transactions. The specialist will conduct monthly budget account reconciliations, advise Principal Investigators on budgets, and assist with extramural proposal preparation and award monitoring. Additionally, the role involves receiving and responding to inquiries on purchasing documents, resolving discrepancies, and assisting in conducting internal training and informational sessions. Other duties as assigned.

Requirements

Possession of a baccalaureate degree in Business Administration, Accounting, Arts & Sciences, Education, or related field and 1 year(s) of progressively responsible professional experience with responsibilities for grant management, fiscal administration, and/or business administration; 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 fiscal 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 administration.
Demonstrated ability to recognize problems, identify possible causes, and resolve the full range of problems that may commonly occur in the area of fiscal 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 and spreadsheet software.
Demonstrated ability to follow oral and written instructions.

Nice To Haves

Demonstrated experience working in a college or university academic or research department and/or business office setting.
Demonstrated experience with administrative policies and procedures of UH, RCUH, and/or UH Foundation.
Demonstrated experience with UH and RCUH fiscal system.

Responsibilities

Provide support staff services in all areas in procurement, administration of extramural/intramural management, personnel, and administrative functions to assigned principal investigators and administrative professional technical staff.
Processes reimbursements in compliance with established policies, procedures, and regulations.
Advises project staff on policies and procedures related to procurement/payments.
Distributes purchase orders and payments to vendors.
Prepares and processes RCUH and UH payroll for approval by the PI or authorized designee.
Assists with other personnel functions, including but not limited to reviewing and processing of personnel documents for completeness and accuracy, such as Payroll Action Request Form, Casual/Overload Form 6, and new hire documents.
Initiates and facilitates procurement, payment, and personnel and other actions utilizing established best practices, policies, procedures, and regulations.
Ensures timely and effective transactions are processed with accuracy and quality consistent with University and Research Corporation of the University of Hawaii (RCUH) requirements.
Conduct monthly budget account reconciliations.
Apprise and advise Principal Investigators of the budget and any anticipated budgetary considerations.
Assist Principal Investigators with the preparation of extramural proposals in myGrant, including budget narrative, and monitoring of awards, including compliance with UH, RCUH, State, Federal guidelines, and agency-specific terms and conditions.
Receive and respond to inquiries on purchasing documents and resolve discrepancies.
Assists in conducting internal training and informational sessions, developing and writing resource materials on new/current policies and procedures for administrative staff and PIs.
Initiates travel requests and travel completions.
Other duties as assigned.