Administrative & Fiscal Support Specialist (0097051T)

JOB Title:

Admin & Fiscal Support SpecPosition Number:

0097051

THiring Unit:

OFFICE OF THE PROVOST, OFC OF VP FOR ACAD EXCELLENCE, OFC OF VP FOR ACAD

EXCELLENCELocation:

UH at

ManoaDate Posted:

May 11, 2026

Closing Date:

May 26, 2026

Band:

ASalary :

salary schedules and placement information

Full Time/Part Time:

Full-timeMonth:

11-month

Temporary/Permanent:

TemporaryDuties and Responsibilities 1.

• Provides administrative and fiscal support for the University of Hawai'i at Manoa (UHM) Office of the Provost, designated Vice Provost offices, and associated programs as part of the centralized administrative support team.2.
• Assists with the processing of a variety of fiscal and administrative transactions including requisitions, purchase orders, and P-Card purchases, ensuring all supporting documentation is accurate and compliant with University and State policies and procedures.3.
• Assists with the monitoring and reconciling of spending accounts across various fund types, including general, special, revolving, and extramural funds, to assist with budget development, expenditure planning, and the preparation of financial projections for supported units.4.
• Performs a preliminary review, auditing, and reconciliation of invoices, receipts, and fiscal records to ensure accuracy before routing for final approval.5.
• Provides support in reviewing and verifying fiscal transactions, including purchases, travel, reimbursements, and payments, to ensure compliance with Federal, State, University, RCUH, and sponsor regulations. May approve transactions and exercise fiscal signing authority for amounts up to $10,000, as delegated.6.
• Coordinates travel arrangements and prepares travel authorizations and completions for university personnel, guest speakers, and other visitors across the Provost's units, ensuring compliance to institutional travel regulations and timely reimbursement.7.
• Works with the UH Office of Research Services (ORS) and RCUH (Research Corporation of the University of Hawai'i) to help manage and issue subawards and subcontracts, ensuring all necessary documentation is processed and tracked correctly.8.
• Assists in the preparation and maintenance of personnel and payroll documents, including processing student assistant (SECE) and casual hire paperwork and monitoring TAPS timesheet submissions.9.
• Participates in maintaining and organizing the office's official fiscal and administrative record-keeping systems, ensuring that digital and physical files are archived according to University retention policies.10.
• Oversees and processes the procurement of supplies and equipment and assists with the annual inventory verification process to ensure equipment and resources are properly tracked.11.
• Serves as a central point of contact for routine vendor and departmental inquiries, assisting with the resolution of basic issues involving payments, deliveries, and document status.12.
• Participates in ongoing training on University fiscal systems (e.g., KFS), administrative procedures, and applicable state laws to ensure continued compliance.13.Other duties as assigned.
• Denotes Essential FunctionMinimum Qualifications 1.

Possession of a baccalaureate degree in Business Administration, Art and Humanities, Social Sciences, Economics, Public Administration, or related field; and 0 years of progressively responsible professional experience with responsibilities for financial accounting or project administration; 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 the area of financial accounting, and/or business administration 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 administration and/or financial accounting.4.Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of financial accounting.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, apply word processing software, and proficiency across Microsoft Office (Word, Excel, etc.), Adobe, and Google platforms.8.Ability to manage multiple tasks and shifting priorities to ensure all financial and administrative deadlines are met.9.Proven ability to perform high-volume data entry with a high degree of accuracy and attention to detail.10.Demonstrated ability to handle sensitive information with discretion and maintain strict confidentiality regarding personnel and fiscal records.

Desirable Qualifications 1.Familiarity using the Kuali Financial System (KFS) and/or the RCUH Financial Portal to process transactions.2.Working knowledge with UH and RCUH accounting, procurement, and personnel management systems.3.Familiarity with UH Systemwide Policies and Procedures (PPIS).

To Apply:

Note:

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

Click on the "Apply" button on the top right corner of the screen to complete an application and attach required documents.

Applicants must submit the following: Cover letter indicating your interest in the position and how you satisfy the minimum and desirable qualifications;Resume; Names and contact information (telephone number and email addresses) of three (3) professional references; andCopy of unofficial transcripts (official transcripts will be required at the time of hire). Academic record/grade summaries will NOT be accepted.

Copy of diplomas will NOT be accepted.)Documents issued from an institution outside the United States of America require a course- by- course analysis with an equivalency statement from a n 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.

IMPORTANT

If multiple applications are received from the same candidate, only the last one will be reviewed. Please DO NOT include any self-identifying photos, REFERENCES

TO SOCIAL SECURITY NUMBERS AND BIRTH DATE

on any documents within the application packet. All items become the property of the University of Hawaii and will not be returned. Only complete applications will be passed on to the search committee for consideration. Incomplete or unreadable application materials will not be considered.

Inquiries:

Tiffany Magno, 808-956-4006, tzablan@hawaii.edu

EXAMPLE OF DUTIES

The University of Hawai'i is an Equal Opportunity Institution and is committed to a policy of nondiscrimination in employment, including on the basis of veteran and disability status. For more information, visit: https://www.hawaii.edu/offices/eeo/policies/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/