Institutional Support (Admin & Fiscal Specialist) at University of Hawaii, HI
University of Hawaii, HI · Honolulu, United States Of America · Onsite
- Office in Honolulu
About the Department
Title: Institutional Support (Admin & Fiscal Support Specialist)
Position Number: 0097139T
Hiring Unit: Dept of Finance, Shidler College of Business
Location: University of Hawaii at Manoa, Honolulu HI
Date Posted: 10/17/2025
Closing Date: 10/31/2025
Band: A
Salary: Salary schedules and placement information
Additional Salary Information: PBA, minimum $4,458/month
Full Time/Part Time: Full Time
Temporary/Permanent: Temporary
Funding: Special Funds
Other Conditions: (if applicable)
Renewal contingent upon availability of funds and satisfactory performance of duties.
Duties and Responsibilities
- *Oversees administrative support services for the Department of Finance (FIN) including but not limited to procurement, travel, course scheduling and human resources management.
- *Manages the FIN Office daily operations including greeting visitors and serving as the initial intake point for mail, telephone calls, and e-mail inquiries.
- *Assists the Chair with the development of the departmental budget; tracks expenditures to ensure spending in accordance with the approved budgets and funding sources.
- *Manages UH, RCUH, and UHFoundation funds for the department (FIN).
- *Prepares purchase orders, requisitions, and reimbursements for the department; records and balances each transaction.
- *Processes requisitions for equipment and supplies for the Department. This requires obtainingv endor quotes or bids.
- *Prepares travel reimbursements for the departmental faculty and staff.
- *Conducts monthly account reconciliations.
- *Prepares schedules of courses each semester and summer session which includes information regarding estimated enrollment, course number and title, instructor, days and times. Submits and, as needed, update the department's schedule of courses via OSAS and the UHM Scheduling Systems (e.g.CourseDog) to UH Scheduling Office.
- *Assists the department with the recruitment process: submits advertisements for departmental vacancies, generate GA offer letters, maintain recruitment files, etc.
- *Reviews appointments and employment forms to ensure that appropriate forms are submitted and ensure completeness, accuracy and compliance with federal, state, UH, union and agency specific policies and procedures.
- *Works with Shidler Fiscal Office and UH Faculty and Scholar Immigration Services to initiate visa documents on behalf of faculty and staff.
- *Coordinates the processing of academic personnel documents including but not limited to tenure/promotion, contract renewal, post-tenure review, and/or emeritus.
- *Assists the department with hiring students through the SECE System. Supervises students in the FIN Office.
- *Provides information to faculty members regarding personnel matters and prepares, maintains, updates and processes the necessary personnel forms for all department employees.
- Establishes and maintains confidential records for each faculty or staff member in the department.
- *Assists Principal Investigators with preparing, reviewing and submitting grant proposals to funding agencies, working incoordination with Shidler Business Office and Office of Research Services.
- *Keeps abreast of University, State, and Federal rules, regulations, practices, and policies which are applicable to the Department's programs.
- *Coordinates with schedulers office, facilities, other departments to make room reservations.
- *Serves as the departmental liaison with Shidler building coordinator(s). Submits work orders, requests and assists the Chair with FIN space management (i.e.,distribution of keys, office assignments, faculty lounge, etc).
- *Makes arrangements for inventory, disposal, storage or transfer of equipment as needed.
- Assists with textbook orders through UHM Bookstore.
- Other duties as assigned.
*Denotes Essential Functions
Minimum Qualifications
- Possession of a baccalaureate degree in Business Administration, Liberal Arts, or related field and 0 year(s) of progressively responsible professional experience with responsibilities for office management and/or business administration; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
- Functional knowledge of principles, practices and techniques in office management and/or business administration 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 office management and/or business administration.
- Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the office management and/or 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 members and individuals.
- Demonstrated ability to operate a personal computer and apply word processing and spreadsheet software.
Desirable Qualifications (if applicable)
- Familiarity with administrative policies and procedures of the University of Hawaii.
- Familiarity with UH Human Resources Information Systems (PeopleSoft, OnlineLeave, etc.).
- Familiarity with UH (Kuali, eTravel, etc.), RCUH, and/or UHFoundation Financial systems.
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:
- A cover letter indicating how you satisfy the minimum and desirable qualifications
- Current resume
- Official transcripts (copies acceptable for application, but if selected, originals required upon hire)
- Names of three (3) professional references (including phone numbers and e-mail addresses)
Note: If you have not applied for a position before using NeoGov, you will need to create an account.
Inquiries: For inquiries, please contact Dr. Qianqiu Liu, Department Chair, (808)956-8736, email [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/
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