Admin & Fiscal Support Specialist (Pos# 0096911T) - Readvertisement

Description

READVERTISEMENT

Title: Admin & Fiscal Support Spec

Position Number: 0096911T

Hiring Unit: Department of Earth Science/School of Ocean and Earth Science and Technology (SOEST)

Location: UH at Manoa

Date Posted: June 17, 2024

Closing Date: July 4, 2024

Band: A

Salary : salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Temporary

Other Conditions: To begin approximately August 2024. Continuation subject to availability of funds and satisfactory performance.

Duties and Responsibilities

1. *Provides professional administrative and fiscal support, for course-related matters. This includes but is not limited to field trips; classroom access, scheduling, and maintenance; textbook orders; and course scheduling and course catalog updates. Reviews, prepares, and processes documents for these activities.

2. *Provides general administrative support to the Department Chair, including assisting with communications between students and faculty, and event coordination.

3. *Manages internal department communication including department email accounts, internal email aliases, news and event scheduling and advertising, faculty meeting records, and faculty votes.

4. *Assist with outward departmental communications including external email or phone request and announcements and in-person assistance to students and visitors.

5. *Assists in maintaining the content of department's administrative web pages, online calendars, alumni records (in coordination with the relevant standing committees), and directories of the department, SOEST, and UHM.

6. *Responsible for the procurement and inventory of supplies, services and equipment. Initiates follow-up action with vendors and departmental requisitioners to ensure timely and proper payment. Ensures that all goods and services are purchased in compliance with Federal, State and University guidelines and procedures.

7. *Provides administrative support and communication for all personnel actions (including graduate faculty appointments), including hiring, preparing personnel and payroll documents, and advising faculty on related policies and procedures. Ensures Payments are made in a timely manner.

8. *Prepares and audits various fiscal documents such as purchase orders, reimbursements, travel request and completion reports, purchasing card, etc. Creates and maintains records and spreadsheets for travel reports. Advises faculty on related policies and procedures.

9.Other duties as assigned.

• Denoties essential functions

Minimum Qualifications

1.Possession of a baccalaureate degree in Business Administration, Liberal Studies, or related field and 1 year of progressively responsible professional experience with responsibilities for business management and/or the provision of professional administrative and program support; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

2.Functional knowledge of principles, practices and techniques in business management, procurement, and financial management demonstrated by knowledge, understanding and ability to apply concepts, terminology.

3.Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with business management, procurement, and financial management.

4.Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in business management, procurement, and financial management.

5.Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.

6.Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members and individuals.

7.Demonstrated ability to operate a personal computer and apply word processing software.

8.Any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills, and abilities and indicated.

9.Demonstrated ability to identify solutions to problems and proactively execute tasks.

10. Demonstrated ability to prioritize and complete multiple tasks with conflicting deadlines.

11. Demonstrated ability to work independently, as well as with a team.

Desirable Qualifications

1.Prior work experience in procurement, inventory accounting and budgeting of a federal research grant.

2.Ability and experience working with faculty, postdocs and students.

3.Related working experience in an academic/university environment.

4.Familiarity with UH, RCUH, and UH Foundation fiscal policies and procedures.

5.Demonstrated ability and experience with on-line preparation of Federal research proposals.

6.Experience or interest in webpage maintenance and/or basic design.

To Apply:

Applicants must submit (1) cover letter indicating how you satisfy the minimum and desirable qualifications, (2) resume, (3) names and contact information of 3 professional references and (4) copies of transcripts with confidential identifiable information (i.e. social security number, birth date, etc.) redacted are acceptable, but official transcripts will be required at the time of hire.

Incomplete and late applications will not be considered.

Note: If you have not applied for a position before using NeoGov, you will need to create an account.

Inquiries: Garrett Apuzen-Ito; 808-956-9717; earth@hawaii.edu

EEO/AA, Clery Act, ADA

The University of Hawai'i is an Equal Opportunity/Affirmative Action Institution and is committed to a policy of nondiscrimination on the basis of race, sex, gender identity and expression, age, religion, color, national origin, ancestry, citizenship, disability, genetic information, marital status, breastfeeding, income assignment for child support, arrest and court record (except as permissible under State law), sexual orientation, domestic or sexual violence victim status, national guard absence, or status as a covered veteran. For more information or inquiries regarding these policies, please refer to the following link: http://www.hawaii.edu/offices/eeo/eeo-coordinators/

Employment is contingent on satisfying employment eligibility verification requirements of the Immigration Reform and Control Act of 1986; reference checks of previous employers; and for certain positions, criminal history record checks.

In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, annual campus crime statistics for the University of Hawai'i may be viewed at: https://www.hawaii.edu/titleix/help/campus-security/, or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office.

In accordance with Article 10 of the unit 08 collective bargaining agreement, bargaining unit members receive priority consideration for APT job vacancies. As a result, external or non BU 08 applicants may not be considered for some APT vacancies. BU 08 members with re-employment rights or priority status are responsible for informing the hiring unit of their status.

Accommodation Request: The University of Hawai'i complies with the provisions of the Americans with Disabilities Act (ADA). Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the EEO coordinator directly.

Determination on requests for reasonable accommodation will be made on a case-by-case basis. For further information, please refer to the following link: https://www.hawaii.edu/offices/eeo/accommodation-request/

Agency University of Hawaii

Website http://workatuh.hawaii.edu