Fiscal Manager (0080175)

University of Hawaii•Honolulu, HI

9d•Onsite

About The Position

Kapiolani Community College’s Business Office is responsible for all fiscal, grant management, and property management functions at the College. The Business Office coordinates accounting and financial records; manages the procurement process; manages payroll; receives and accounts for cash (oversees the cashier functions carried out in other units); prepares and executes operational and capital budgets; manages contracts and grants; Controls inventory and fixed assets; and develops and implements applicable policies and procedures. The Fiscal Manager serves as the principal advisor to the Chancellor, Vice Chancellors, Deans, and other campus leaders on all fiscal matters, ensuring sound financial stewardship, regulatory compliance, and alignment of resources with institutional priorities. This position leads the Business Office as a high-performing service organization, ensuring efficient, transparent, and customer-focused fiscal operations that support the College’s academic mission.

Requirements

Possession of a baccalaureate degree in Business Administration, Accounting, Finance, or related field and five (5) years of progressively responsible professional experience with responsibilities for higher education fiscal management and/or leadership in fiscal-related areas; or any equivalent combination of education and/or professional work experience that provides the required education, knowledge, skills, and abilities as indicated.
Considerable working knowledge of principles, practices, and techniques in the area of governmental accounting, finance, or business administration as demonstrated by the broad knowledge of the full range of pertinent standards and evolving concepts, principles, and methodologies.
Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations, and theories and systems associated with higher education and /or fiscal management.
Demonstrated ability to resolve wide-ranging complex problems through the use of creative reasoning and logic to accurately determine the cause of the problems and the resolution of the problems in an effective, innovative, and timely manner.
Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.
Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders, and members, and individuals.
Demonstrated ability to operate a personal computer, apply word processing software, and use Microsoft Office, Google Suite, Adobe Acrobat, and other commonly used software.
Demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
Demonstrated ability to prioritize and complete multiple tasks with conflicting deadlines.
Demonstrated ability to analyze, interpret, and use sound logic and judgment when applying policies and procedures.
Demonstrated ability to produce work that is detail-oriented, accurate, neat, and organized and must be able to follow up on assigned tasks through satisfactory completion.
Demonstrated ability to interpret and apply policies and procedures and ensure compliance.

Nice To Haves

Seven (7) years of progressively responsible experience in higher education management and/or leadership, specifically in fiscal-related areas.
Functional knowledge of the principles and practices of personnel administration, including working knowledge of personnel and payroll processes in a complex organization.
Functional knowledge of the administrative service policies and procedures of the University.
At least three (3) years of professional experience working with a computerized fiscal accounting system.
At least three (3) years of professional experience working with performance measures (e.g., service area outcomes) as applied in an institutional support office.
At least three (3) years of professional experience in organizational planning, including reorganizations and change or transition management.
At least three (3) years of professional experience with integrating technology in the workflow process, particularly to resolve redundant tasks.
Functional knowledge of grants management and compliance, including federal or extramural funding.
At least three (3) years of professional experience supporting Capital Improvement Program (CIP) planning and long-range financial strategy.
At least three (3) years of professional experience with procurement and contract administration in a public sector environment.
At least three (3) years of professional experience leading budget development, financial planning, and resource allocation at an organizational level.
At least three (3) years of professional experience providing strategic fiscal advice to senior leadership, including development of financial analyses, forecasts, and recommendations.
At least three (3) years of professional experience managing a business office or comparable functional unit, including oversight of multiple fiscal operations.
At least three (3) years of professional experience leading process improvements, system implementations, or operational modernization efforts.
At least three (3) years of professional experience developing financial reports, dashboards, or performance metrics to support decision-making.
Familiarity or work experience with the Kuali Financial System (KFS) and/or RCUH Financial Portal.
Evidence of ability to effectively perform work under conditions of multiple priorities, deadlines, and interruptions.
At least three (3) years of professional experience with UH policies and procedures and preferably experience with UH accounting, and personnel systems.
Evidence of strong organizational skills, communication skills, and interpersonal skills.
Evidence of commitment to Kapi‘olani Community College’s vision of positioning itself as a model indigenous serving institution whose graduates strengthen the social, economic, and sustainable advancement of Hawai‘i and the world.

Responsibilities

Serves as a senior member of the VCAS leadership team, contributing to institutional strategy and administrative operations.
Leads process improvement initiatives to enhance efficiency, accuracy, service delivery, and operational effectiveness across Business Office functions.
Establishes and monitors performance metrics, service standards, and operational goals for Business Office operations.
Plans, directs, coordinates, and supervises Business Office functions of the College.
Organizes the functions of each staff member under his/her authority to achieve optimum effectiveness/efficiency. Functions include registration/cashiering activities; depositing all receipts; all purchasing; processing all payments, including payroll; monitoring all expenditures; all financial activities of the College.
Monitors, reviews, and evaluates the accounting/fiscal management system of the Business Office.
Utilizes judgment to develop and implement changes whenever necessary.
Provides training to enhance the personal/professional growth of staff.
Maintains computerized fiscal system.
Serves as the College’s System Administrator for all of the University’s on-line financial, and fiscal-related systems
Develops and maintains various manuals/policies/procedures and as such issues directives for the College.
Provides advice to head officials & develops/implements internal directives/procedures for departments/Business Office to follow.
Provides strategic guidance on resource allocation, fiscal policy, and financial risk management.
Develops and presents financial forecasts, models, and scenario analyses to support executive decision-making.
Advises on fiscal implications of new initiatives, programs, grants, and Capital Improvement Program (CIP) projects.
Supports long-range financial planning and institutional financial sustainability efforts.
Leads campus-wide budget strategy and financial planning.
Advises College administration, programs and budget personnel in the preparation of budget planning for all means of financing.
Reviews all external budget requests, analyzing needs and ensures compliance with appropriate policies/procedures.
Developing and recommending specific budget policies and guidelines for the campus.
Provides financial information for all funds, including General, Special, Revolving, Private, Federal, etc., on a timely basis on budgets, allocations, encumbrances, and expenditures, to the College, including administrators and program personnel as appropriate and as requested.
Assists in analyzing such data for use in planning, decision-making, and achieving program goals.
Ensures that all expenditures are completed according to the College’s budget plans.
Monitors cash balances for all funds.
Prepares cash reports for programs.
Develops cash flow projections for the availability of funds.
Assists in the periodic review of cash management and fiscal procedures and makes recommendations as needed or deemed necessary.
Analyzes budget data to discern trends and makes recommendations as needed for adjustments.
Utilizes statistical, economic, and quantitative analysis techniques to depict the relative costs and benefits of alternative plans and courses of action.
Develops reporting and internal controls to monitor budget plans, and recommends restrictions for administrative purposes.
Establishes and maintains internal controls and fiscal accountability systems to safeguard College resources.
Develops and maintains financial reports, dashboards, and decision-support tools to support campus leadership and operational planning.
Responsible for all College financial transactions.
Prepares and/or reviews all financial documents.
Ensures all documents/transactions comply with Budget Execution, Policies/Procedures of State, UH, College and/or the appropriate granting agency.
Prepares management reports to Deans/Directors, including detailed analyses for problem situations and recommends solutions.
Prepares cash analyses and makes investments of excess fund cash to maximize funds for various programs.
Serves as the College representative for all bond-related activities.
Works in coordination with various System personnel in providing reports as needed by the Board of Regents, the Legislature, etc.
Develops/implements policies/procedures to ensure proper accounting/internal control systems.
Prepares College trial balances for audit.
Works in conjunction with other College personnel and programs as well as internal and external audit officials, to resolve fiscal or management audit findings, and provides all appropriate reports and schedules needed to satisfy auditor’s recommendations.
Maintains oversight of contracts, agreements, procurement documentation, and related compliance requirements.
Advises campus stakeholders on procurement policies, procedures, and best practices.
Acts as the College's liaison for procurements exceeding $24,999.
Involves contact with UH central offices, State agencies, and outside contractors to coordinate purchases.
Procures all goods/services with purchasing authority to commit funds up to $25,000 per transaction.
Assist department personnel in understanding/complying with State/UH procurement policies/procedures.
Monitors acquisition, use, transfer & disposal of equipment, ensuring compliance with Federal, State, and University guidelines.
Ensures custodians keep abreast of responsibilities for property.
Assists in the coordination of repairs/maintenance projects.
Assists the Auxiliary Services Officer in developing and processing contracts for auxiliary services-related activities.
Serves as the primary fiscal liaison between the campus and the Grants Office to ensure seamless coordination of extramural fund management.
Works in partnership with the Grants Office and external parties to resolve issues/concerns, ensuring all grant-funded activities comply with both granting agency guidelines and University policies.
Under direction of VCAS, collaborates with the Grants Office to provide budgetary advice to Principal Investigators (PIs) during the proposal stage, ensuring that final grant applications accurately reflect personnel costs, fringe benefits, and indirect cost rates.
Monitors and supports the financial performance and compliance of grant-funded activities.
Assists in the preparation of capital improvements program (CIP) documents for the College.
Reviews CIP budget request to ensure accuracy of financial requirements/data before submission.
Assists in development of operating cost estimates related to support of future CIP projects.
Reviews all personnel documents to ensure personnel actions are in compliance with appropriate Federal, State & University policies/procedures, and that funds are available for such actions.
Monitors appropriate and timely processing of all personnel and payroll documents for approval and payment.
Reconciles payments to employment documents.
Prepares the necessary paperwork if adjustments are deemed necessary due to salary overpayments resulting from insufficient leave balances, payroll errors, etc.
Provides training and education for the College on all matters pertaining to fiscal operations, including but not limited to the use of the University financial system, and all related documents in the functions of the Business Office as described above.
Participates in other College activities such as personnel screening committees, staff development committees, childcare advisory committee, and service projects, etc.
Develops, implements, and maintains Business Office performance measures, including the development of Service Area Objectives and measurement tools.
Leads efforts to modernize systems, reporting tools, and business workflows.
Coordinates and contributes to system-level, Board of Regents, legislative, and accreditation-related financial reporting, as required.
Other duties as assigned