Administrative Support (Fiscal Specialist, 0096627T)

University of Hawaii•Pearl City, HI

2d•Onsite

About The Position

Under general supervision and in coordination with the Principal Investigator, Grants Coordinator, and campus Fiscal Office, this role provides fiscal, procurement, and administrative support for assigned extramural and grant-funded projects, including maintaining fund accounts and expenditure controls. The position coordinates the establishment, maintenance, monitoring, and reconciliation of grant accounts; prepares fiscal reports and budget projections; supports contract management; and keeps program personnel informed of fund status and expenditure planning. The role assists with proposal budgets, budget narratives, project financial reports, and related documents, including calculations and reviews involving fringe benefits, indirect costs, cost share, and other grant requirements. It uses University of Hawaii and related financial systems, including KFS and RCUH, to prepare and process purchasing, payment, travel, contract, personnel, and other fiscal documents in accordance with applicable policies and sponsor requirements. Responsibilities also include monthly expenditure reconciliation, monitoring account balances and grant deadlines, resolving discrepancies, providing fiscal and procurement guidance to project teams, supporting competitive procurement and contract preparation, and maintaining analytical spreadsheets and expenditure reports. The position serves as a liaison with University system offices and assists with project closeout and other assigned duties. This is a full-time, 11-month temporary position through September 30, 2027, with possible extension. It is expected to begin approximately January 27, subject to staffing requirements.

Requirements

A bachelor's degree in Business, Business Administration, Accounting, or a related field, plus three years of progressively responsible experience in fiscal/procurement, budget/planning, personnel support, financial management, or financial cost accounting; or an equivalent combination of education and professional experience.
Considerable working knowledge of principles, practices, and techniques in grants administration, fiscal project management, procurement, budget/planning, personnel support, or financial management.
Considerable working knowledge of applicable federal and state laws, rules, regulations, theories, and systems related to grants administration, fiscal project management, procurement, budget planning, personnel support, or financial management.
Ability to resolve complex problems using creative reasoning and logic, accurately identifying causes and effective, timely solutions.
Ability to communicate and present information clearly and accurately in writing and verbally, including through reports and other materials.
Ability to establish and maintain effective working relationships with internal and external organizations, groups, teams, and individuals.
Ability to operate a personal computer and use word-processing, spreadsheet, and financial-system software.
Knowledge of policies and procedures associated with higher education institutions.
Experience formulating budgets for competitive grant proposals and projections for payroll, fringe benefits, indirect costs, cost share, and other project expenditures.
Functional knowledge of federal and state laws and higher education policies and procedures applicable to extramural contracts and grants.
Ability to analyze financial statements, discern trends, track expenditures, and apply analytical techniques.
Ability to meet critical deadlines, manage multiple priorities, and adapt to ongoing changes.
Demonstrated ability to maintain confidentiality.
If applicable to supervisory work, ability to lead subordinates, manage work priorities and projects, and manage employee relations.

Nice To Haves

Knowledge of UH administrative policies, principles, practices, and procedures for personnel and fiscal administration related to grant-funded staffing.
Experience with higher education accounting systems.
Experience with KFS and RCUH systems.
Functional knowledge of HR principles and practices related to personnel support and grant-funded staffing, personnel cost tracking, fringe benefits, related indirect costs, and fiscal administration.

Responsibilities

Coordinate with the Business Office to establish, maintain, monitor, and reconcile assigned grant accounts and expenditure controls.
Prepare and maintain fiscal reports, budget projections, and contract management records for assigned grant programs; communicate fund status and collaborate on expenditure planning.
Assist Principal Investigators, project teams, and the Grants Coordinator with proposal budgets, budget narratives, financial reports, and related documents, including calculations involving fringe benefits, indirect costs, and cost share.
Use UH and related financial systems, including KFS and RCUH, to prepare, facilitate, and process procurement and fiscal documents such as requisitions, purchase orders, Pcard transactions, direct payments, travel documents, contracts, and stipends.
Reconcile project expenditures monthly; monitor account postings, balances, encumbrances, payroll, and other expenditures; identify and resolve discrepancies with appropriate parties.
Monitor grant expiration dates, expenditure deadlines, procurement status, and closeout requirements.
Guide Principal Investigators and project teams on procurement methods, fiscal procedures, documentation, allowable costs, and grant expenditure processes; advise on applicable procurement rules.
Provide technical assistance with procurement, including requisitions, competitive bids through SuperQUOTE, Requests for Proposals, sole-source justifications, and price-reasonableness justifications.
Prepare contracts for goods and services, including repair and maintenance contracts, coordinating with the campus Fiscal Office and other appropriate offices.
Prepare and review purchasing, payment, personnel, and travel documents to ensure appropriate documentation, budget allowability, fund availability, and compliance.
Create, maintain, and analyze spreadsheets, tracking tools, fiscal documentation, and expenditure reports.
Assist project teams in mapping expenditures to approved project activities, budget categories, timelines, deliverables, and allowable cost categories.
Keep current with University policies, procedures, regulations, directives, and applicable federal and state requirements.
Serve as liaison between Leeward Community College and UH system-level offices, RCUH, UHF, and other offices as needed for project coordination.
Provide fiscal status updates and assist Principal Investigators with project closeout.
Perform other duties as assigned.