Admin & Fiscal Support Spec (0097448T) bei University of Hawaii

About the Department

Title:                                                  Admin & Fiscal Support Spec

Position Number:                             0097448T

Hiring Unit:                                       Chancellor's Office

Location:                                           Kapolei

Date Posted:                                    11/05/2025

Closing Date:                                   11/20/2025

Band:                                                A

Salary :                                             salary schedules and placement information

Full Time/Part Time:                        Part-time/50% FTE (Full-Time Equivalency)

Month:                                              11-month

Temporary/Permanent:                   Temporary

Duties and Responsibilities:

This position is responsible for supporting a federally funded Department of Justice Bureau of Justice Assistance and the Hawaii Department of Law Enforcement Office of Homeland Security grants that seek to build, train and implement school and campus Behavioral Threat Assessment Teams. In addition, school/campus communities will have access to a research expert and subject matter expert who will build additional capacity and sustainability for school-based threat assessment practices.

The Administrative Specialist of the Hawaii State Targeted Violence Prevention (STOP)-Threat Assessment Team Training and Community Capacity Building Project will assist team leadership with all fiscal responsibilities of the grant. Position currently projected to be at 0.50 FTE, with the ability to adjust hours and scope of work dependent on needs of project, performance, and available funds.

Duties and Responsibilities (*Denotes Essential Functions):

1. *Responsible for support services in fiscal and operational functions in support of the U.S. Department of Justice Bureau of Justice Assistance grant.
2. *Administer grant/contract, post award, in accordance with applicable laws and regulations in compliance with agency requirements.
3. *Perform procurement functions, i.e., preparation of requests for quotations, purchase orders, contracts, and proposal/bid/technical specifications, ensuring all purchases are in compliance with Federal, State, and University guidelines and procedures.
4. Advise faculty and staff on appropriate Federal, State and UH policies and procedures on fiscal and personnel issues.
5. *Assist Program leadership with the preparation of grant proposals, project reports, as well as grant budget modifications to include in on­line submissions of reports.
6. *Assist senior personnel in the performance of detailed and routine work, e.g., manually tracking grant subaccounts or perform or assist with reviews and analyses to provide information.
7. *Prepare reports and review timelines to assist the Program leadership in meeting project deadlines and commitments.
8. *Prepare and review travel requests and documents using Kuali system and completion reports for project faculty, staff and visitors, ensuring appropriateness, correctness and compliance with established policies and procedures.
9. Initiate, review and ensure correctness of documents and other paperwork for hiring personnel, including temporary hires and casual hires, and student assistants.
10. Analyze, develop, review, or administer management or administration of purchasing, travel, and procurement in collaboration with Grants Administrator.
11. Independently perform complex application of UH, RCUH, and U.S. DOE financial requirements in procurement and purchasing involving application of policies, regulations, accepted methods, and practices.
12. Apply methods, techniques, and principles of the specialty area in Kuali, SuperQuotes, UH Foundation and RCUH procurement policies & procedures.
13. Assist with research to meet procurement guidelines and compliance.
14. Liaison with Fiscal Office, Human Resources, UH Foundation, and RCUH in maintenance of budgets, personnel matters, scholarships, and other administrative activities.
15. Prepare fiscal reports and records necessary for budget preparation and periodic operational status reports for grants, contracts and post awards
16. Maintain database of files, data, and records for operational reports and grant reports.
17. Other duties as assigned.

Minimum Qualifications:

1. Possession of a baccalaureate degree in Accounting, Business Administration, Public Administration, or related field and two (2) years 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.
2. Functional knowledge of principles, practices and techniques in the area of modern business management 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 purchasing and payments.
4. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the processing of procurement and payments.
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 MS Office and Google Suite.

Supplemental Minimum Qualifications:

1. Availability to work weekend and evening hours, as needed.
2. Ability to establish and maintain rapport with faculty, staff, federal/private grant administrators, and the general public.
3. Organized, detail oriented, and able to follow through on tasks/projects with minimal supervision.

Desirable Qualifications:

1. Knowledge of federal regulations pertaining to the administration of contracts and grants, and the administrative service policies and procedures of UH and RCUH.
2. Demonstrated ability to interpret state and federal regulations and mandates, specifically as they apply to fiscal matters, procurement, grants, and contracts to ensure compliance.

To Apply:

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:

1. Cover letter indicating interest in the position and how the minimum and desirable qualifications are met.
2. Current resume
3. References - names and contact information (telephone number and email addresses) of at least three (3) professional references.
4. Transcripts showing pertinent degree (copies of transcripts are acceptable, but official transcripts will be required at time of hire).

Late, incomplete, or unreadable application materials will not be considered. Please REDACT any social security number and/or birth date on your documents prior to submitting.

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

Inquiries: [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/