Fiscal Specialist (pos #96898T) en University of Hawaii

About the Department

Title: Fiscal Specialist

Position Number: 0096898T

Hiring Unit: Pacific Biosciences Research Center (PBRC)

Location: UH at Manoa

Date Posted: November 4, 2025

Closing Date: November 19, 2025 

Band: A or B

Salary : salary schedules and placement information

  Additional Salary Information:  Pay Band A: Minimum $4,458/mo; Pay Band B: Minimum $5,434/mo

Full Time/Part Time: Full-time

Month: 11-month

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

  Funding:  Special funds 

Other Conditions:  This is a multi-level recruitment with preference to hire at the Pay Band B level.  If there are no qualified applicants at the Band B level, Band A applicants may be considered.  Please indicate which pay band you are applying for (Pay Band A or Pay Band B).

To begin approximately December 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.
   

Band A

Duties and Responsibilities:

1.*Manage, and reconcile spending and budget activity for a number of fund types, including research grants and contracts, general, extramural, revolving, and special funds.

2.*Assist with the development of budget proposals, budget requests and proposed expenditure plans.

3.*Assist with preparing forecasts for short- and long-term financial plans relating to project's based on evaluation of the project's budget and operations to make recommendations on spending changes.

4.*Assist with preparing reports and correspondence for internal and external review/distribution.

5.*Monitor procurement transactions for allowability, allocability, reasonableness, and availability of funds.

6.*Prepare and process purchase orders, disbursement vouchers, travel requests/completions.

7.*Coordinate project financial operations with respect to budget preparation and expenditure control.

8.*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 $2,500.

9.*Assists in the administration of sponsored projects, including proposal submission, account setup, expenditure tracking, compliance monitoring, reporting, and project closeout, ensuring compliance with Federal, State and University rules, regulations, policies and procedures.  

10.*Assists faculty, staff, and students by providing guidance and effective recommendations on applicable policies, procedures, and administrative requirements; analyze situations and develop options or alternatives as needed.

11.*Resolve a wide range of fiscal issues, including those related to award management, contract administration, vendor payments, payroll, and employee reimbursements.

12.*Prepare, reconcile, and maintain fiscal transaction reports, forms, requests, fiscal journals and records in accordance with federal, state and university rules, regulations, policies, and procedures.

13.*Assist with managing and issuing subawards/subcontracts by working with UH ORS and RCUH.

14.*Assist with providing and conducting fiscal compliance training to faculty, managers, and administrative support staff as needed.

15.*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.

16.Participate in ongoing job-related training and professional development to enhance knowledge and skills.

17.*Advise supervisor of the progress of projects assigned, anticipated problems, major policy changes expected affecting specialized area, and completion of projects assigned.

18.Maintain and foster effective working relationships with individuals both inside and outside the University, including providing information, reports, or other requested materials as needed. 

19.Other duties as assigned.

*Denotes Essential Function

Minimum Qualifications:

1.Possession of a baccalaureate degree in business administration or related field and zero (0) year(s) of progressively responsible professional experience with responsibilities for project administration, business management, financial accounting, and/or governmental accounting; 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 project administration, business management, financial accounting, and/or governmental accounting 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 project administration, business management, financial accounting, and/or governmental accounting.

4.Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of project administration, business management, financial accounting, and/or governmental 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 and apply word processing software such as MS Office Suite (Word, Excel, etc.), Adobe Acrobat, and other commonly used business application software.

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

9.Demonstrated ability to prioritize and organize workload to meet scheduled deadlines. 

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

11.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 polices and procedures of UH and RCUH.

Band B

Duties and Responsibilities: 

1.*Manage, develop, analyze, advise, closeout, reconcile and report on spending and budget activity for a number of fund types, including research grants and contracts, general, extramural, revolving, and special funds. 

2.*Analyze financial data, prepare monthly reconciliation reports and forecasts, and track budget variances.

3.*Review, analyze, evaluate, and assist in the development of budget proposals, budget requests, and expenditure plans; collaborate with stakeholders to support the development, refinement, and alignment of budgets with strategic and operational priorities.

4.*Prepare short- and long-term financial forecasts based on analysis of project budgets and operational activity; provide strategic recommendations for adjustments to spending plans.

5.*Administer sponsored projects, including proposal submission, account setup, expenditure tracking, compliance monitoring, reporting, and project closeout, ensuring compliance with Federal, State and University rules, regulations, policies and procedures. 

6.*Research, interpret, and apply terms and conditions of sponsored agreements to ensure accuracy and compliance with all applicable policies and guidelines.

7.*Issue and manage subawards and subcontracts in coordination with the UH Office of Research Services (ORS), the Research Corporation of the University of Hawaii (RCUH), and other relevant internal or external offices.

8.*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.

9.*Prepare, submit, reconcile, and maintain financial records, forms, journal entries, and supporting documentation in compliance with Federal, State and University regulations and policies.

10.*Oversee and execute procurement activities, including P-Card administration, vendor contracts, and bid/quotation processes, ensuring compliance with Institutional, State, and Federal rules, regulations, policies and procedures.

11.*Assist faculty, staff, and students by providing guidance and effective recommendations on applicable policies, procedures, and administrative requirements; analyze situations and develop options or alternatives as needed.

12.*Resolve a wide range of fiscal issues, including those related to award management, contract administration, vendor payments, payroll, and employee reimbursements. 

13.*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.

14.*Provide fiscal training and technical support to faculty and staff.

15.*Prepare, develop, and deliver clear and concise oral and written reports to management and other stakeholders to support informed decision-making.

16.Maintain and foster effective working relationships with individuals both inside and outside the University, including providing information, reports, or other requested materials as needed.

17.*Contribute to special projects and cross-functional initiatives as needed.

18.Participate in ongoing job-related training and professional development to enhance knowledge and skills.

19.Other duties as assigned.

*Denotes Essential Function

Minimum Qualifications:

1.Possession of a baccalaureate degree in business administration or related field and 3 year(s) of progressively responsible professional experience with responsibilities for project administration, business management, financial accounting, and/or governmental 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 project administration, business management, financial accounting, and/or governmental accounting 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 project administration, business management, financial accounting, and/or governmental accounting.

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 polices and procedures of UH and RCUH.

3.Experience in higher education, research administration, or public sector finance.

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

• Cover letter indicating your interest in the position either at the Pay Band A or B level and 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.

The application will be considered incomplete if any of the required documents are not included or are unreadable. Please REDACT references to birth date and social security number. Late or incomplete applications will not be considered. Note: If you have not applied for a position before using NEOGOV, you will need to create an account.

Inquiries:  Amy Chamberlain; [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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