Administrative & Fiscal Support Specialist (Pos#96641T)

Description

Title: Administrative & Fiscal Support Specialist

Position Number: 96641T

Hiring Unit: College of Social Sciences, Social Science Research Institute

Location: Manoa

Date Posted: April 30, 2024

Closing Date: May 13, 2024

Band: A

Salary: salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Temporary

Duties and Responsibilities

• *Provides administrative support for the UH Telecommunications and Social Informatics Research Program / Pacific Health Informatics Data Center (TASI/PHIDC) of the Social Science Research Institute (SSRI).

• *Assists Project Director, Coordinator and higher level administrative staff with review, analysis, and preparation of administrative, fiscal, budget and personnel-related documents, including but not limited to requisitions, purchase orders, travel, inventory and supply management, telecom, timesheet processing, and other documents.

• *Assists with tracking, organizing, and filing project documents by utilizing various project management tools to track and monitor project activities.

• *Assists with drafting, and/or proofreading routine memos and correspondence.

• Initiates, prepares, reviews, and audits expenditure documents in accordance with established UH/RCUH procedures.

• *Communicates with vendors, obtains quotes, prepares requisitions, follows through on delivery and payment; ensures compliance with UH/RCUH policies and procedures while carrying out these tasks.

• *Makes travel arrangements and schedules for the Project Director, Coordinator and project team including preparation of travel authorizations, booking airfare, making hotel reservations and/or payments.

• *Assists in management of appropriated, special, and grant funds; assists in obtaining budget balance information, tracking budget allocations, and preparing budget status reports.

• *Assists in the preparation and submission of grant applications by drafting budgets, budget narratives, and conducting any research online and/or on the phone relating to project management and grant management.

• *Assists with human resources (HR)/personnel processes, including drafting position descriptions, following up on hiring requests, coordinating and scheduling interviews.

• Assists in maintaining the fiscal and personnel database.

• Ensures proper organization, retention and storage of pertinent records (e.g. establishing, maintaining and updating eFiles and archives). Coordinates record destruction.

• Manages and oversees reception area, including intake of mail and deliveries, training student employees, etc.

• Keeps abreast of changes/updates in applicable administrative policies and procedures.

• Assists to identify problem areas and/or urgent and critical tasks relating to administrative matters including but not limited to budget, procurement, project accounts, payments, personnel, and others that require the attention or decision from project coordinator and Director, and makes recommendations to supervisor to resolve problem areas.

• Other duties as assigned

• Denotes Essential Functions

Minimum Qualifications

• Possession of a baccalaureate degree in Business Administration, Human Resources, Public Administration, or related field and 0 years of progressively responsible professional experience with responsibilities for project management, or administrative and/or fiscal support; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

• Functional knowledge of principles, practices and techniques in administrative processes in government or quasi-governmental settings, including, but not limited to, budget preparation and analysis, accounting, personnel, procurement, and/or reporting demonstrated by knowledge, understanding and ability to apply concepts, terminology.

• Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with finance and budgeting, personnel administration/human resource management, and/or grants management.

• Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of budget preparation and analysis, accounting, personnel, procurement.

• 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.

• Demonstrated ability to use various software including but not limited to Microsoft Office Word, Excel, PowerPoint; QuickBooks; and project management tools.

• Demonstrated ability to remain flexible while multi-tasking several concurrent administrative and fiscal assignments.

• Ability to follow oral and written instructions.

Desirable Qualifications

• Demonstrated working knowledge of public service broadband networks, and/or telehealth, and/or distance education applications.

• Demonstrated working knowledge of U.S. Affiliated Pacific Island health, education and/or telecommunication related issues and organizations.

To Apply:

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

• Cover letter to the Selection Committee indicating interest in the position and how the minimum and desirable qualifications of the position are met;

• Resume;

• Names and contact information (telephone number and email addresses) of at least three professional references;

• Official transcript(s) showing degree and coursework to date appropriate to the position (copies of official transcripts are acceptable; however, original official transcripts will be required at the time of hire.).

Inquiries:

Christina Higa; christina@uhtasi.org

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