Administrative & Fiscal Support Specialist (0096674T)

University of Hawaii•Honolulu, HI

1d•Onsite

About The Position

This position provides pre-award and post-award extramural support to Administrative, Professional & Technical employees (APTs)/faculty Principal Investigators (PIs) in one or more assigned departments and units within the College of Social Sciences. The role assists APTs/faculty with proposal data entry, provides fiscal, administrative, and contracts and grant management support, and facilitates contract, grant, and award processes. The specialist serves as the primary point of contact for assigned APTs/PIs regarding administrative, fiscal, and personnel matters, ensuring timely and accurate processing of transactions in compliance with University and Research Corporation of the University of Hawaii (RCUH) requirements. Duties include initiating and facilitating procurement, payments, and personnel actions, advising on financial transactions, soliciting bids, preparing requisitions and purchase orders, processing claims and reimbursements, and advising project staff on relevant policies. The role also involves preparing and processing payroll, assisting with personnel functions like drafting position descriptions, initiating travel requests, developing database tracking of fund balances, generating reports on fund balances and expenditures, and providing projections for financial transactions.

Requirements

Possession of a baccalaureate degree in Business Administration, Accounting, Arts & Sciences, or related field and 0 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, 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 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

Knowledge of applicable State/Federal fiscal/financial, procurement and other applicable regulations of pre/post awards management.
Knowledge & work experience involving UH and/or RCUH policies/procedures; knowledge of other applicable software (e.g.,UH Kuali Financial System (KFS), myGRANT, RCUH Financial & Human Resources systems, & other software used in pre/post awards management).
Past experience in working with faculty or other PIs from diverse fields of study.

Responsibilities

Provides pre-award and post-award extramural support to Administrative, Professional & Technical employees (APTs)/faculty Principal Investigators (PIs) in one or more assigned departments and units in the College of Social Sciences.
Assists APTs/faculty with proposal data entry into myGRANT or successor application.
Provides fiscal, administrative, and contracts and grant management support to PIs and project staff.
Works with PIs and Office of Research Services (ORS) to facilitate the execution of contract, grant, and award processes, applications, and related actions.
Serves as the point of contact to department APTs/faculty for all administrative, fiscal and personnel matters for assigned APTs/PIs.
Ensures timely and effective transactions are processed with accuracy and quality consistent with University and Research Corporation of the University of Hawaii (RCUH) requirements.
Initiates and facilitates procurement, payment, and personnel and other actions utilizing established best practices, policies, procedures, and regulations.
Initiates and advises APTs/PIs on financial transactions, including but not limited to subawards and contracts.
Solicits quotations and bids; prepares purchase requisitions, purchase orders, direct payment documents, and supporting purchasing documents such as sole source and cost price reasonableness forms.
Processes claims and 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 preparing draft position descriptions.
Initiates travel requests and travel completions.
Develops database tracking of fund balances for existing projects.
Develops reports based on a PI's needs to maintain current account balances, tracks the status of accounts and pending awards, and monitors expenditures on all assigned project accounts while working with fiscal staff on cost projections.
Provides projections and effects of proposed purchasing, travel, and hiring transactions based on a PI's needs.
Performs other duties as assigned.