Administrative Support (Administrative & Fiscal Support Specialist, 0077485T)

University of Hawaii•Kane'ohe, HI

About The Position

This position supports operations and office management for non-credit program activities, particularly workforce development programs funded by tuition, government grants, and contract services. The role involves overseeing payment and refund processing, accurate billing and invoicing, and managing accounts receivables for non-credit contract training agreements. The specialist will interact with clients to ensure proper paperwork and documentation, resolve discrepancies on outstanding accounts, and collaborate with Workforce Development Coordinators to meet program activity needs. The position requires staying updated on UH policies and procedures regarding fiscal transactions and attending professional development for software applications and practices specific to non-credit operations. Additionally, it provides logistical support for workforce development and community education events, may involve evening and weekend hours, and assists staff and faculty in program planning and implementation. The role serves as a point of contact for inquiries about course offerings, schedules, enrollment, and admissions, and guides the public through the registration process. Developing operational procedures, creating program forms, and providing administrative support to other units within the office are also key functions. This is a temporary, one-year appointment, with continuation subject to funding and program needs, starting in September 2026.

Requirements

Possession of a baccalaureate degree in business, public administration, communication, education, social sciences, or related field and 1 year of progressively responsible professional experience with responsibilities for office management, educational program operations, or administrative assisting; or any equivalent combination of education and/or professional work experience.
Functional knowledge of principles, practices, and techniques in business administrative services, office management, educational program operations, or enrollment services.
Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations, and systems associated with office management or educational program operations.
Demonstrated ability to recognize problems, identify possible causes, and resolve the full range of problems that may commonly occur in the area of office management, educational program operations, or customer service.
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.

Nice To Haves

Experience working in enrollment services or office operations for post-secondary level educational programs or workforce training programs.
Experience working in post-secondary educational programs serving at-risk, disadvantaged populations.
Experience working with community, government, or private organizations in billing, invoicing, or collecting payments.
Experience maintaining student and program records for education or training programs funded by private or government grants.
Experience in effectively operating an electronic student database or record keeping system.
Demonstrated understanding of services and support needed for preparing students for job search and employment.

Responsibilities

Oversee the collection and processing of payments and refunds for non-credit training programs.
Responsible for accurate billing, invoicing, and accounts receivables for non-credit contract training agreements.
Interact with clients to facilitate appropriate paperwork and documentation.
Communicate with clients to resolve discrepancies on outstanding accounts receivables.
Collaborate with Workforce Development Coordinators to ensure program activity needs are met through preparation of requisitions and purchase orders.
Keep abreast of current UH policies, procedures, and regulations regarding fiscal transactions.
Attend professional development opportunities and trainings to ensure current knowledge of software applications and practices specific to non-credit operations.
Provide logistical support for workforce development and community education events.
Assist department staff and faculty in planning, developing, and implementing noncredit training programs and activities.
Serve as a point of contact in responding to inquiries of course offerings, class schedules, enrollment requirements, admissions processes, and other general information regarding non-credit offerings and services.
Assist, guide, and explain the registration process and on-line registration system to the general public.
Maintain professional customer service and attitude when responding verbally and in writing.
Develop and draft operational procedures and policies.
Create program forms and other documents to improve workflow and efficiency of the office.
Provide additional operational and administrative support to other units within the Office of Career and Community Education as directed.