Fiscal Specialist, Senior (Assistant Fiscal Director) - (0081984)

University of Hawaii•Kaka'ako - Honolulu, HI

3d•Onsite

About The Position

This position serves as the Assistant Director of the Fiscal Office, supporting the Director of Fiscal Administration in critical decision-making regarding project prioritization, human resources for Fiscal Office personnel, and other office matters. The role also involves functioning as the Interim Director when the primary director is unavailable or the position is vacant, subject to the Cancer Center Associate Director for Administration's consent. The incumbent will be responsible for completing, reviewing, maintaining, reconciling, and auditing assigned accounts and fiscal records in compliance with federal, state, and university requirements. This includes performing financial services, ensuring adherence to policies and regulations, and maintaining fiscal accountability for procurement and issuance records. A key responsibility is certifying fund availability and expenditure propriety across various fund types. The role also involves assisting in the preparation of research project proposals, including budget development and administration of awarded funds. Coordination with external agencies on fiscal matters, providing training on fiscal procedures, and preparing/analyzing financial reports are also integral parts of the position. The Assistant Fiscal Director will oversee the establishment of accounts, reconciliations, and deposits, supervise the Accounts Payable function, and provide technical advice to principal investigators and administrative staff on financial, purchasing, and property matters. Regular communication with staff, faculty, and program personnel regarding announcements and deadlines is expected, along with strong oral and written communication skills. The role requires teamwork to identify and solve problems, and the ability to analyze situations and recommend solutions. The incumbent will prepare and review fiscal documents for the Kuali Financial System and assist the Fiscal Director with FTE personnel transfers. Day-to-day management of contracts, grants, institutional funds, and private donations, including purchasing and disbursements, will be overseen. The position requires maintaining accurate financial records and producing regular reports. If necessary, the role may involve supervising all Fiscal Office staff, preparing budgets, and budget allocations. Training for new senior fiscal and administrative staff on fiscal matters and policies is also a responsibility. The position will liaise with the Clinical Trials Office (CTO) to ensure proper financial transaction usage and monitor budgets for specific offices (COE, CRT, DEI) in coordination with relevant directors. Other duties as assigned are also part of the role.

Requirements

Possession of a baccalaureate degree in Accounting, business administration, or related field and 6 year(s) of progressively responsible professional experience with responsibilities for financial or cost accounting; or equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
Considerable working knowledge of principles, practices and techniques in the areas of asset, liability, revenue and expenditure accounting as demonstrated by the broad knowledge of the full range of pertinent standard 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 contracts and grants management, finance, and accounting.
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 effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
Demonstrated ability to operate a personal computer and apply word processing software.
If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
Considerable knowledge of accepted governmental accounting principles, techniques, and fund accounting systems.
Considerable knowledge of principles and practices of federal and other extramural funding administration.
Demonstrated ability to manage complex projects, processes, or systems involving multiple team members or stakeholders.
Demonstrated ability to prepare and maintain comprehensive records and reports utilizing productivity software, e.g., spreadsheets, databases, etc.
Demonstrated ability to exercise judgement, tact, patience, and discretion in applying and explaining policies and procedures.
Demonstrated ability to analyze, interpret, and apply fiscal, personnel, and general administrative rules and regulations to a variety of work situations.
Ability to establish and maintain effective working rapport with faculty, staff, and external stakeholders.

Nice To Haves

Extensive knowledge of and professional working experience with fiscal and administrative rules, regulations, and policies of the State of Hawaii, University of Hawaii, and RCUH.
Extensive experience with federal regulations pertaining to administering federal grants, contracts, and cooperative agreements and with applicable state regulations.

Responsibilities

Serves as the Assistant Director of the Fiscal Office and assists the Director of Fiscal Administration in making decisions on prioritization of projects, Fiscal Office personnel human resource matters, and other Fiscal Office matters.
Functions as the Interim Director of the Fiscal Office when the Director of Fiscal Administration is unable to perform his/her duties or the position is vacant.
Completes, reviews, maintains, reconciles and audits all assigned accounts, fiscal transaction reports, forms, requests, fiscal journals and records in accordance with federal, state, UH, University of Hawaii Foundation, and other requirements.
Performs financial services such as ensuring compliance with the policies, procedures, rules, and regulations of the University, RCUH, the state of Hawaii, the U. S. Federal government, the UHF, and other relevant organizations.
Responsible for fiscal accountability and documentation of procurement/acquisition, receipt, and issue records.
Certifies availability of funds and propriety of expenditure on all documents initiated against the organizational funds which includes general funds, facilitating service funds, federal funds, private funds, revolving funds, and UHF funds.
Assists in preparation of proposals for research projects and programs, including obtaining information from various researchers relevant to the development of detailed budgets and administering the project funds when awards of funding are received.
Coordinates and conducts fiscal actions/requirements with external agencies.
Provides training to program and fiscal personnel regarding fiscal procedures and assists in implementation of new procedures and enhancing customer service.
Prepares, analyzes, and interprets the department's financial condition; monitors financial reports and records and reports significant changes, e.g, projected surpluses/deficits to supervisor.
Prepares periodic summary financial reports.
Oversees the establishment of accounts, reconciliations, recordations, and deposits as directed by UH, RCUH, UHF and federal policies and procedures.
Supervises AP function, implementing procedural changes as needed to ensure efficient operation, providing daily supervision of accounts payable personnel, providing procedural advice to Cancer Center support staff, and resolving problem transactions.
Provides technical advice and assistance to principal investigators, project personnel, and administrative staff on matters relating to financial, purchasing, and property matters and the applicable regulations governing each.
Regularly informs Fiscal Office and Cancer Center staff, faculty, and program personnel of important announcements and upcoming deadlines.
Engages in oral and written communications, exercising tact, diplomacy, and good judgment in relations with others.
Works as a team member to identify, coordinate, evaluate, and solve problems.
Analyzes situations, makes inquiries, and provides recommendations to program staff regarding administrative and fiscal issues; works with program staff to implement solutions.
Prepares and reviews fiscal documents to establish and maintain Kuali Financial System accounts.
Assists the Fiscal Director in coordinating proper and timely transfers of FTE personnel between accounts; advises PIs when transfers are necessary; ensures that transfers are accurately reflected; prepares necessary corrections on a timely basis.
Oversees the day-to-day management of contracts and grants, institutional funds, and private donations, including purchasing and disbursements.
Maintains accurate and timely records, and regularly produces reports on the financial status of various fund sources.
If needed: provide supervision, direction and management to all Fiscal Office staff; prepare budgets, budget allocations, and necessary reports or as otherwise authorized by the Fiscal Director or the Associate Director for Administration.
Provides training to all incoming senior fiscal and administrative and fiscal support staff in appropriate fiscal related matters, and internal and external fiscal policies and procedures.
Liaise with the Clinical Trials Office (CTO) Medical Director and the CTO Administrative Director to ensure proper usage of the Clinical Trials financial transactions.
Monitor the newly developed budget of the Community, Outreach, and Engagement (COE), Cancer Research Training (CRT) and Diversity, Equity and Inclusion (DEI) Offices as per the Cancer Center Support Grant (CCSG) in coordination with the Associate Director for Administration, Director of Grants Administration, and respective Associate Directors of COE, CRT, and DEI.
Other duties as assigned.