Administrative & Fiscal Support Specialist (Pos. #79741)

Description

Title: Administrative & Fiscal Support Specialist

Position number: 79741

Hiring Unit: College of Arts and Sciences, Dean's Office

Location: UH Hilo

Date Posted: March 13, 2024

Closing Date: Continuous recruitment, review of applications will begin

on or about April 1, 2024 and will continue until the position is

filled.

Band: A

Salary: salary schedules and placement information

Full time/Part time: Full time

Temporary/Permanent: Permanent

Other Conditions: Appointment to begin approximately May, 2024 pending position clearance and availability of funding.

Duties and Responsibilities:

Under the direction of the Dean of the College of Arts and Sciences, this position will work closely with the Secretary III and the Senior Administrative Officer in the Dean's Office, as well as the Secretary II in the Humanities Division, the APT in the Social Sciences Division, and the Kuleana & Community Coordinator.

• Assist with all aspects of CAS and Kuleana & Community/University 101 huaka'i, service learning, and fieldwork course organization and planning, including the arrangement, purchase, and payment of transportation, food, and fees for classes visiting and working in the community.

• Maintain and periodically update the college and departmental web sites, newsletters, and marketing media and materials.

• Assist in the staffing the CAS Office front desk, receive appointments and walk-ins, answer phones and route to proper staff.

• Assist in process for recruiting and on-boarding student employees, including posting of student jobs on SECE, entering student data, assisting in completion of forms, reviewing time sheets, and SECE follow up.

• At the direction of the Dean, provide assistance and coverage, as necessary, to CAS units (i.e. Divisions and Departments).

• Assist in preparation of special reports, project proposals, and analysis of program activities utilizing program data and information. Submit program and College reports to CAS Dean upon request.

• Assist CAS Dean and Dean's Office staff in planning and budgeting for various program activities.

• Resolve operational and administrative matters in accordance with current policies, procedures, and directives as requested and use independent authority to do so.

• Assist in preparation and submission of personnel transactions, including investigating and preparing justifications for administrative, fiscal and personnel actions in compliance with regulations.

• Assist the Dean and faculty/staff in submitting grant proposals for continued funding from various sponsoring agencies.

• Assist in coordination with funding agencies on reports, audits, and other College level management matters; work with RCUH and/or RAPD on the Division's accounting, fiscal/financial and procurement matters as needed for grant projects.

• Assist in the preparation and processing of purchasing requests for any purchases in compliance with applicable laws, policies, procedures, rules, and regulations.

• Account for funds generated from all sources (sales, fees, etc.); oversee the collection, reconciliation, recording, safeguard, and deposit of income as directed by pertinent policies and procedures.

• Prepare and submit requisitions, information for bid, bid specifications, technical specifications, and request for quotations; contacts vendors and obtains quotes, following applicable laws, policies, procedures, rules and regulations.

• Monitor, prepare, review and submit personnel and payroll documents; arrange for travel authorizations and reimbursements; research and purchase supplies, equipment, and services; maintain and safeguard fiscal and personnel records and files.

• Other duties as assigned.

Minimum Qualifications:

Education and Professional Work Experience:

• Possession of a baccalaureate degree and 0 year(s) of progressively responsible professional experience with responsibilities for practices and techniques of academic offices and management in a university office setting; 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 management support as 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 fiscal and budget management and human resources.

• Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the fiscal and budget management field.

• 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.

Supplemental Minimum Qualifications:

• Demonstrated knowledge and experience using Microsoft Office Word and Excel software.

• Functional knowledge of principles, practices and techniques in management support.

• Demonstrated ability to recognize problems, identify possible causes, and resolve the full range of problems that may commonly occur in the area of administrative support.

• Ability to monitor orders from onset to completion; coordinates and initiates expending actions.

Desirable Qualifications:

• One year of successful office experience in a higher education institution setting, including office support, purchasing, personnel, and record keeping.

• Ability to maintain and manage department website using University platforms.

• Functional knowledge of STAR and BANNER systems.

• Functional knowledge of UH Foundation financial processes, including preparing processing payments and managing accounts.

• Ability to prepare and process travel requests using eTravel.

• Progressively professional experience in working with faculty and students in a university setting.

• Knowledge of KFS, ability to interpret KFS unit summary by different account codes and use to write reports.

• Demonstrated ability to plan, organize, and direct the administrative business of an active office setting.

• Demonstrated ability to prepare, implement, monitor, and safeguard budgets, payroll, personnel, purchasing, equipment, contracts, and other financial records.

• Demonstrated knowledge of database management, data mining software, financial systems, and spreadsheets.

• Knowledge of Jasper.

• Demonstrated ability to interpret and present information and ideas.

To Apply:

Click on the "Apply" button on the top right corner of the screen to complete an application and attach the required documents. A complete application must include: (1) cover letter explaining how each minimum and desirable qualification is met; (2) resume; (3) the names and addresses, email addresses and telephone numbers of three [3] professional references; (4) transcript(s) showing degrees and course work appropriate to the position (copies are acceptable; however, original official transcripts will be required prior to employment). Please do not include any self-identifying photos they will be redacted. PLEASE REDACT REFERENCES TO SOCIAL SECURITY NUMBERS AND BIRTH DATE ON TRANSCRIPT COPIES. All requested documents/information become the property of the University. All minimum qualifications must be met by the closing date. Incomplete applications will not be considered. Failure to submit all required documents and reference information shall deem an application to be incomplete.

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

Inquiries: Davelyn Cruz, (808) 932-7093; cruzdave@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

Department University of Hawai'i at Hilo Address 200 W. Kawili Street

Hilo, Hawaii, 96720

Website http://workatuh.hawaii.edu