Administrative & Fiscal Support Specialist (0097171T) bei University of Hawaii, HI

About the Department

Title: Administrative & Fiscal Support Specialist

Position Number: 0097171T

Hiring Unit: OFC OF VP FOR STUDENT SUCCESS, SEED, GEAR UP OAHU

Location: UH at Manoa

Date Posted: 10/22/2025

Closing Date: 11/05/2025

Band: A

Salary : Salary schedules and placement information

Additional Salary Information: PBA, minimum $4,458/month

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Temporary

Other Conditions: Not-to-exceed 10/31/2026, with the possibility of extension pending position clearance and availability of funds and/or contingent upon satisfactory performance.

Duties and Responsibilities (*denotes essential functions):

1. *Provide technical, administrative, and analytical support for UH-Oahu GEAR UP, a project that prepares students for post-secondary education opportunities.

2. *Provide assistance to the Director and Lead Coordinator of UH-Oahu GEAR UP in implementing the project, including office, personnel, and fiscal management and scheduling events, activities, and services at Manoa, project schools, and other community sites, which may include working outside of normal business hours such as evenings, weekends and/or holidays as needed.

3. *Maintain a tracking system and database for student, parent, teacher, and community partner participation.

4. *Collect performance indicators data (e.g. type and frequency of educational enrichment events, activities, and services, number of student, parent, teacher, and community partner participants, etc.) and outcome measures.

5. *Assist in developing and writing reports that track project progress.

6. *Assist in developing and writing periodic progress and technical reports and annual performance reports for submission to funding agency.

7. *Work within grant-funded budgetary guidelines to develop spreadsheets for budget monitoring, cost-share/matching funds, and analysis of information.

8. *Maintain internal accounting and fiscal records, coordinating the accurate development of budget reports to appropriate grant funding agency and to ensure compliance with UH and RCUH guidelines.

9. *Perform inventory control duties and initiate fiscal transactions for needed goods and services, including travel forms, purchase orders, payments, etc.

10. *Liaison with fiscal office, personnel office, and ORS on fiscal, personnel, and administrative matters.

11. Supervise student staff, volunteers, and other support staff.

12. Assist with coordinating tutoring, mentoring, and other educational enrichment activities (e.g. workshops on test-taking strategies, study skills, leadership development, etc.) to ensure that general program objectives are achieved.

13. Provide general support to the GEAR UP Director and Lead Coordinator, and site Coordinators.

14. Work with departments, counselors, and community organizations to provide family outreach services; promote family outreach efforts to project schools teachers, students, and families.

15. Provide support to assist with organizing family outreach services; identifying program outcomes and evaluating of family outreach program; utilize family outreach evaluation data to adjust services to meet program outcomes and school needs.

16. Other duties as assigned

Minimum Qualifications 

1. Possession of a baccalaureate degree in liberal arts, social science, arts and humanities, science, education, business administration, public administration, or related field and 0 year(s) of progressively responsible professional experience with responsibilities for student support services and/or business administration; or any equivalent 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 student support services 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 student support services and/or business administration.

4. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of student support services and/or business administration.

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. Ability to manage sensitive information and files containing confidential information.

9. Strong organizational skills in providing student support services or business administration.

10. Knowledge and experience of basic fiscal operations, budget monitoring, and preparation of financial reports.

11. Ability to work under pressure with frequent interruptions, and remain flexible in multi-tasking several concurrent projects with competing deadlines.

12. Ability to work outside of normal working hours, including evenings, weekends and holidays as directed.

13. Ability to travel to and from co-locations sites in a timely manner by means of personal vehicle with valid driver's license or comparable means of transportation to perform duties, which meets position needs.

Desirable Qualifications 

1. Demonstrated experience working with GEAR UP as a Coordinator, mentor, or volunteer.

2. Demonstrated experience working with students, teachers, administrators, and families at one or more of the target schools.

3. Demonstrated ability to use RCUH Financial portal.

4. Ability to administer, manage or coordinate federally funded college access programs.

5. Experience in developing and administering recordkeeping and data management systems and procedures.

6. Knowledge of and experience working with early college awareness programs and outreach and recruitment efforts aimed at secondary school students from various backgrounds and experiences.

7. Knowledge and experience with federal regulations, RCUH and UH policies and procedures.

8. Knowledge of secondary and post-secondary school resources.

To Apply:

Click on the “APPLY” button on the top right corner of the screen to complete an application and attach required documents. Applicant must submit the following:
1. Cover letter indicating how you satisfy the minimum and desirable qualifications;
2. Current resume;
3. Names and contact information (including telephone number and email addresses) of at least three (3)professional references;
4. Copies of official undergraduate and graduate (as applicable) transcripts indicating degree conferred date with confidential information (i.e. social security number, date of birth) redacted. However, original official transcripts are required upon hire. Transcripts issued outside 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.

Incomplete, late or unreadable applications will not be considered. Academic record/grade summaries will not be accepted. Diplomas and copies will not be accepted.

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

Inquiries: Edmond Lee (Director); [email protected]

Position 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/