Fiscal Specialist (pos #96898T) at University of Hawaii, HI

About the Department

Title: Fiscal Specialist

Position Number: 0096898T

Hiring Unit: Pacific Biosciences Research Center (PBRC)

Location: UH at Manoa

Date Posted:  August 28, 2025 

Closing Date: September 12, 2025

Band: B

Salary : salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Temporary, with the possibility of conversion to Permanent

Other Conditions:  To begin approximately October 2025 or as mutually agreed, subject to position clearance and/or availability of funds.  Renewal of appointment is contingent on satisfactory performance, operational need, and/or availability of funds.  This is not a remote position.    

Duties and Responsibilities:

1. *Develop, monitor, and reconcile budgets and accounts for general, extramural, revolving, and special funds. Analyze financial data, prepare reports and forecasts, and track budget variances.
2. *Review, analyze, and evaluate budget proposals, funding requests, and expenditure plans; collaborate with stakeholders to support the development, refinement, and alignment of budgets with strategic and operational priorities.
3. *Prepare short- and long-term financial forecasts based on analysis of project budgets and operational activity; provide strategic recommendations for adjustments to spending plans.
4. *Administer sponsored projects, including proposal submission, account setup, expenditure tracking, compliance monitoring, reporting, and project closeout, ensuring compliance with Federal, State and University regulations and policies. Resolve fiscal issues related to awards, contracts, payments, and payroll. 
5. *Review and approve fiscal transactions, including purchases, travel, reimbursements, and payments, in compliance with Federal, State, University, RCUH, and sponsor regulations. Responsible for fiscal signing authority up to $5,000.
6. *Prepare, submit, reconcile, and maintain financial records, forms, journal entries, and supporting documentation in compliance with Federal, State and University regulations and policies.
7. *Oversee and execute procurement activities, including P-Card administration, vendor contracts, and bid/quotation processes, ensuring compliance with institutional, state, and federal policies and regulations.
8. *Resolve a broad spectrum of fiscal issues, including those related to award management, contract administration, vendor payments, payroll, and employee reimbursements. 
9. *Work as a team member to identify, coordinate, and evaluate problems, and develop and implement workflows and procedures to support efficient, compliant, and transparent fiscal operations.
10. *Provide fiscal training and technical support to faculty and staff.
11. *Prepare, develop, and deliver clear and concise oral and written reports to management and other stakeholders to support informed decision-making.
12. Maintain and foster effective working relationships with individuals both inside and outside the University, including providing information, reports, or other requested materials as needed.
13. *Contribute to special projects and cross-functional initiatives as needed.
14. Participate in ongoing training and professional development.
15. Other duties as assigned.

Minimum Qualifications:

1.  Possession of a baccalaureate degree in business, accounting, public administration or related field and 3 year(s) of progressively responsible professional experience with responsibilities for financial administration, budget management, sponsored program management, and/or accounting; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

2. Considerable working knowledge of principles, practices and techniques in the areas of general business management or sponsored project administration as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.

3. Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations, theories, and systems associated with general business management or sponsored project administration.

4. Demonstrated ability to resolve wide ranging complex problems through the use of creative reasoning and logic to accurately determine the cause of the problems and the resolution of the problems in an effective, innovative, and timely manner.

5. Demonstrated ability to interpret information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.

6. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.

7. Demonstrated ability to operate a personal computer and apply word processing software such as MS Office Suite (Word, Excel, etc.), Adobe Acrobat, and other commonly used business application software.

8. If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.

9. Demonstrated ability to analyze and interpret information and apply administrative policies and procedures using sound logic and judgment.

10. Demonstrated ability to prioritize and organize workload in a fast-paced environment to meet scheduled deadlines.

11. Ability to work successfully in an environment with a wide range of personalities and needs, while maintaining a positive attitude.

12. Ability to embrace, apply, and use technology to maximize effectiveness and efficiency.

Desirable Qualifications:

1. Familiarity with the UH and RCUH accounting, procurement, and HR systems.
2. Knowledge of policies and procedures of UH and RCUH.
3. Experience in higher education, research administration, or public sector finance.

To Apply:

• Cover letter explaining how you meet the minimum and desirable qualifications,
• Resume,
• Official transcript(s) showing degree(s) conferred and course work appropriate to the position (copies are acceptable during the application process; however official transcripts sent directly from the degree granting institution will be required at the time of hire). Transcripts issued outside of the United States of America require 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, and
• Names and contact information (including email address) of 3 professional references.  

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/