Administrative & Fiscal Support Specialist (0081929)

University of Hawaii•Honolulu, HI

1d•Onsite

About The Position

This position provides administrative, personnel, program, and general office support within the Office of the Vice President for Information Technology/Chief Information Officer. The role involves assisting the Vice President/Chief Information Officer with managing programs and functions, including support for other ITS divisions and special projects. Key responsibilities include preparing fiscal documents, coordinating recruitment and HR support, planning and coordinating events and projects, maintaining effective communication, monitoring expenditures, establishing recordkeeping systems, assisting project managers, and supervising administrative student employees. The role also involves data analysis and reporting, and working with fiscal officers to resolve discrepancies.

Requirements

Possession of a baccalaureate degree in business administration, management or related field and 1 year(s) of progressively responsible professional experience with responsibilities for 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 business administration 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 business administration.
Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of business 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 a broad range of internal and external organizations, groups, team members and individuals.
Demonstrated ability to operate a personal computer, apply word processing software, cloud-based systems, such as Google documents, sheets and calendars, common productivity applications and the internet.
Experience in providing day to day administrative office support.
Demonstrated ability to coordinate and manage complex events, presentations and projects.
Ability to multi-task and meet deadlines.
Flexibility to respond to multiple competing demands and priority.
Ability to work a variable work schedule; and work outside normally scheduled work hours including day, night, weekend and/or holiday hours, as directed.

Nice To Haves

Demonstrated ability to perform administrative, personnel, fiscal, program and general office support functions administration demonstrated by knowledge, understanding and ability to apply concepts, terminology.
Experience in project coordination.
Familiarity with software for presentations, web content, and project management.
Experience working with higher education or information technology organizations.
Experience working with federal or state funded programs.
Familiarity with Kuali Financial System and RCUH Financial Portal use.

Responsibilities

Assist with administrative, personnel, program and general office support in the Office of the Vice President for Information Technology/Chief Information Officer.
Provides assistance to and takes direction from the Vice President/Chief Information Officer who manages and controls programs and functions, including support for other ITS divisions and special projects as directed.
Prepares and issues fiscal related documents, including requests for quotes, purchase requisitions and orders, travel documents, and authorizations for payment as applicable using both federal and state funding sources in compliance with federal state, UH, RCUH, UH Foundation and funding agency policies and procedures.
Responsible for coordinating recruitment and providing human resources support of various University of Hawaii and Research Corporation of the University of Hawaii (RCUH) personnel for ITS related programs.
Plans, organizes, coordinates systemwide and external events, presentations, and projects including responsibility for communications, logistics, fiscal transactions, travel, communications, execution, and maintaining records.
Maintains effective communication with staff, management and executives at both internal and external organizations as required to support ITS and University functions.
Monitors expenditures for compliance with Federal, State and University policies and procedures.
Establishes, develops and maintains recordkeeping systems in support of both internal (ITS), external programs, including ITS grant-funded programs.
Assists program and project managers with project administrative tasks, including but not limited to coordinating meetings, status and project reports, external task coordination and communications, and presentations.
Coordinates operations with internal and external project groups in support of the Office of the Vice President for Information Technology and Chief Information Officer.
Recruit, train, evaluate and supervise administrative student employees as needed.
Assists with collecting, processing, and providing preliminary analyses, summaries, and reporting of data used for planning, decision making, and policy purposes.
Works with UH fiscal officers and agency’s Grant Management Specialists in resolving discrepancies, closeout figures and reports.
Other Duties as Assigned