(Casual Hire) Administrative & Fiscal Support Specialist - Liberal Arts & Sciences Dean’s Office

University of Hawaii•Hilo, HI

9d•Onsite

About The Position

Applicants seeking short-term or part-time work with the University of Hawaii may apply for Casual Hire appointments, which include administrative, professional, and technical (APT) or instructional-type positions. Because of the temporary nature of these appointments, Casual Hire employees are not eligible for most benefits provided to regular Board of Regents or Civil Service employees. Casual Hire appointments may last for up to 89 days for full-time employees, and up to 1 calendar year for part-time employees.

Requirements

Possession of a baccalaureate degree and one year of progressively responsible professional experience with responsibilities in administrative, fiscal, personnel, or program support; or equivalent education, training, or experience.
Functional knowledge of principles, practices, and techniques in professional administrative, fiscal, personnel, and program support.
Functional knowledge and understanding of applicable policies, procedures, laws, regulations, and systems associated with administrative, fiscal, and personnel support.
Demonstrated ability to recognize problems, identify possible causes, and resolve commonly occurring administrative, fiscal, personnel, or program support issues.
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 use a personal computer and apply software such as Microsoft Word, Excel, Adobe Acrobat, Google Workspace, Kuali Build, and other commonly used University systems or platforms.
Demonstrated ability to prioritize and complete multiple tasks with competing deadlines.
Demonstrated ability to analyze, interpret, and apply administrative policies and procedures using sound logic and judgment.
Demonstrated ability to produce work that is accurate, detailed, organized, and completed through satisfactory follow-up.

Nice To Haves

Experience providing administrative, fiscal, or personnel support in a college, university, academic department, or public-sector environment.
Familiarity with University of Hawaii policies, procedures, and systems, including fiscal, personnel, procurement, travel, recruitment, or academic administration systems.
Experience supporting academic scheduling, faculty or lecturer hiring, contract renewal, tenure and promotion, lecturer evaluation, or other academic personnel processes.
Experience developing spreadsheets, tracking systems, workflow documents, forms, or internal procedures.
Ability to work successfully with a wide range of personalities, roles, needs, and deadlines while maintaining professionalism, confidentiality, and good judgment.
Strong organizational skills and the ability to support complex office operations across multiple programs, sites, and stakeholders.
Demonstrated commitment to student access, academic support, place-based education, and the mission of Hawaii Community College.

Responsibilities

Performs procurement functions, including preparation and processing of purchase orders, requisitions, direct payments, travel requests and completions, contracts, stipends, and other fiscal documents.
Ensures that purchases, payments, reimbursements, and related fiscal actions comply with Federal, State, University, and campus policies and procedures.
Monitors Liberal Arts and Sciences departmental budgets and division-level expenditures using appropriate University systems, including Kuali Financial System, SAP Concur, and other applicable fiscal platforms.
Maintains accurate budget records, tracks expenditures, develops financial spreadsheets, and assists with regular audits, reconciliations, and fiscal reports.
Assists the Dean and Department Chairs with monitoring available funds, identifying fiscal issues, and preparing recommendations related to budget planning, resource allocation, and operational needs.
Works collaboratively with the Business Office and Grants Office to support fiscal compliance, grant-funded activities, and division-level purchasing or expenditure needs.
Assists with recruitment and personnel processes for faculty, lecturers, staff, casual hires, and student assistants, including preparation, review, tracking, and routing of hiring and personnel documents.
Coordinates and tracks recruitment and hiring workflows to support timely processing, accurate documentation, and compliance with University and campus procedures.
Assists with lecturer hiring documentation, personnel forms, workload-related tracking, and communication with appropriate offices.
Supports the flow of contract renewal, tenure and promotion, lecturer evaluation, and other faculty personnel processes, as assigned by the Dean.
Drafts and maintains internal workflow documents, checklists, and tracking tools related to personnel, hiring, recruitment, and faculty support processes.
Works collaboratively with Human Resources and relevant campus offices to support compliance with applicable policies, procedures, collective bargaining provisions, and timelines.
Provides confidential administrative support to the Liberal Arts and Sciences departments, including calendar coordination, meeting scheduling, agenda preparation, document organization, and follow-up tracking.
Assists with planning, implementing, and tracking projects assigned by the Dean, including division initiatives related to scheduling, faculty development, program support, and operational improvement.
Gathers, organizes, interprets, and summarizes information for reports, memos, presentations, planning documents, and division-level communications.
Prepares complex documents requiring accuracy, formatting, policy awareness, and professional judgment.
Serves as a liaison between the divisional leadership and faculty, staff, students, campus offices, University offices, and external partners, as appropriate.
Drafts and edits correspondence, announcements, reports, and other communications for internal and external audiences.
Maintains organized records, files, spreadsheets, calendars, and tracking systems to support division operations and continuity.
Receives and attends training to remain current with applicable University policies, procedures, systems, and compliance expectations, especially in fiscal, personnel, administrative, and academic operations.
Performs other duties as assigned.