Admin & Fiscal Support Specialist, 0078243T

Hawaii Institute of Marine Biology

Hawaii Institute of Marine Biology

Customer Service
kaneohe, hi, usa
Posted on Thursday, May 16, 2024


Title: Admin & Fiscal Support Specialist
Position Number: 0078243T
Location: UH at Manoa
Date Posted: 5/15/2024
Closing Date: 6/14/2024
Band: A
Salary : salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Temporary

Duties and Responsibilities

  • *Provide administrative support including, but not limited to: answering telephones, monitoring departmental email accounts, monitor and schedule unit classroom and shared resource space, update unit email listservs, assist visitors and guests, submit facilities maintenance work orders, schedule meetings, maintain office apps, and support other administrative systems.
  • *Process financial documents through UH/RCUH/UHF fiscal systems. Documents will include, but are not limited to: purchase order requisitions and supporting documents, travel requests/advances/completions, business expenditure reimbursements, vendor payments, journal entries, expenditure allocations, cost transfers, etc.
  • *Provide guidance to PI’s and project staff to ensure that all fiscal transactions are allowable, allocable, and reasonable business expenses. Ensure that the transactions are in compliance with Federal, State of Hawaii, and University of Hawaii payment processing policies.
  • *Assists with the preparation of a variety of reports (fiscal reports, salary projections, account reconciliations, pcard reconciliations, capital asset inventory reports) to ensure compliance with school, campus, and UH System requirements.
  • *Provide advice to PI’s on preparation and submission of UH and RCUH personnel documents as necessary and act as a backup RCUH employee timesheet approver if designated by PI’s.
  • *Draft or proof documents for PI’s and supervisors (i.e., memos, letters, attachments, etc.) and recommend revisions as necessary to ensure appropriate content.
  • *Liaison with internal and external customers with the authority to respond for HIMB to general inquiries and requests.
  • *Train personnel (student assistants, temporary hires, and regular hires) on the use of the various financial portal processing systems utilized at UH in order to enhance customer service.
  • *Assist with other fiscal, administrative, and personnel functions as requested.
  • Other duties as assigned
* Denotes Essential Functions.

Judgment Exercised
  • Results of analysis, recommendations, or implementation efforts assists in providing the basis for decisions made by higher level personnel.
  • Work is expected to result in the development of technically thorough, creative, and reliable products representative of high-quality University output.
  • Recommendations are considered by immediate supervisor in the completion of assigned tasks.
  • May contribute innovative analyses, concepts, designs, techniques, or tests in work assignments.
  • Applies or modifies new and improved techniques, strategies, and original methods to the solution of assignments in the specialty area.
  • Organizes, plans, and coordinates specific tasks that may require some original thought and foresight to develop an appropriate product of evaluation.
  • Apples or adapts standard policies, principles, regulations, and currently accepted methods and practices of the specialty area.
Controls Over Position
  • In special or unique cases when the performance level or growth potential does not exceed Band I, the incumbent may work independently with latitude and discretion.
  • Direction is received relative to objectives, critical issues, new concepts, and policy matters.
  • Supervisory approval is obtained on proposed work efforts, but the incumbent is allowed some latitude for exercise of independent judgment.
Supervision Exercised
  • Provides instructions on well-established procedures and tasks and monitors work activities of clerical personnel and/or student assistants.
  • Reviews the work products from specific task assignments of clerical personnel and/or student assistants
Minimum Qualifications
  • Possession of a baccalaureate degree in business administration, education, or related field and 1 year(s) of progressively responsible professional experience with responsibilities for business administration; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
Knowledge, Skills and Abilities
  • Functional knowledge of principles, practices and techniques in the area of business administration 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 business administration.
  • Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of business administration.
  • 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 leaders and members, and individuals.
  • Demonstrated ability to operate a personal computer and apply word processing software.
Desirable Qualifications
  • Experience working in higher education administration environment.
To Apply: Click on the “Apply” button on the top right corner of the screen to complete an application and attach 1) cover letter indicating your interest in this position and how you satisfy the minimum and desirable qualifications, 2) resume, 3) the names and contact information (include title, email, and phone number) of at least three professional references and 4) copies of educational transcripts with confidential information (i.e., social security number, birth date, etc.) redacted. Official transcripts will be required at the time of hire. Transcripts issued outside of the United States of America require a course-by-course analysis with an equivalency statement from an agency having membership with the National Association of Credential Evaluation Services, Inc., verifying the degree equivalency to that of an accredited institution within the USA. Expense of the evaluation shall be borne by the applicant.

Incomplete applications will not be considered. The application will be considered incomplete if materials are unreadable.

Minimum qualifications must be met by the date of application.

If you submit more than one application, only the most recent application will be considered.

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Inquiries: Gary Paulson;

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:

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:, 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: