Administrative & Fiscal Support Specialist (0081411) chez University of Hawaii, HI

About the Department

Title: Administrative & Fiscal Support Specialist 
Position Number: 0081411
Hiring Unit: College of Arts, Languages & Letters, Department of American Studies
Location: University of Hawaii at Manoa
Date Posted: September 5, 2025
Closing Date: September 19, 2025
Band: A
Salary : salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Permanent

Duties and Responsibilities: 

• *Serves as the Assistant to the Chair in the Department of American Studies (AMST), provides support services to the Chair, department personnel, and students.
• *Provides administrative support services in all areas of AMST including, but not limited to, personnel management, academic support, procurement, publicity and events, administration of extramural/intramural accounts/projects, and budgets.
• *Provides instructional support including, but not limited to, teaching request forms, classroom assignments, course schedule and modifications. Helps to obtain, prepare, and maintain data on curricular matters.
• *Manages daily operations. Serves as the initial intake point for mail, phone calls, e-mail, and in-person inquiries; maintains dept files; records office keys; orders supplies; manages office equipment.
• *Assists the department with the recruitment process: submits advertisements for departmental vacancies, generates GA and lecturer offer letters, maintains recruitment files, etc.
• *Responsible for processing personnel transactions for the department.
• *Coordinates the processing of academic personnel documents including but not limited to tenure/promotion, contract renewal, post-tenure review, and/or emeritus.
• *Works with the College Human Resources office and UH Faculty and Scholar Immigration Services to initiate visa documents on behalf of visiting scholars, faculty, and staff.
• *Advises Chair on matters related to the budget. Handles fiscal and budgetary matters, including the maintenance of fiscal records, monthly account reconciliations, and tracking of overall budget for all fund types (special, federal, private, Research Corporation of the University of Hawaii (RCUH) and University of Hawaii Foundation (UHF).
• *Prepares deposits, procurement transactions (including requisitions, super quote, P-card, and interdepartmental orders etc.), and reimbursements (including travel) in accordance with applicable policies and procedures.
• *Assists Principal Investigators (PI¿s) with the preparation of intramural and extramural proposals in myGrant, including budget narrative, and departmental-level monitoring of awards, including compliance with UHF, RCUH, State, Federal guidelines, and agency-specific terms and conditions.
• *Works in coordination with the Chair to allocate and distribute parking permits in the department.
• *Makes arrangements for inventory, disposal, storage or transfer of equipment as needed.
• *Coordinates with schedulers¿ office, facilities, and other departments to make room reservations.
• *Creates and maintains necessary departmental files.
• *Recruits and supervises undergraduate student assistant(s) as needed.
• Updates department listservs and directories.
• Assists with textbook orders through UHM Bookstore.
• Other duties as assigned

*Denotes Essential Function

Minimum Qualifications: 

1. Possession of a baccalaureate degree in Business Administration, Arts and Sciences, or related field and 0 year(s) of progressively responsible professional experience with responsibilities for fiscal administration and/or office management; 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 fiscal administration and/or office management demonstrated by knowledge, understanding, and ability to apply concepts and terminology.
3. Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations, and systems associated with fiscal administration and/or office management.
4. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of fiscal administration or office management.
5. Demonstrated ability to understand oral and written documentation; write reports, memos, 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 and spreadsheet software.

Desirable Qualifications: 

1. Familiarity with UH academic and registration systems, policies, and procedures.
2. Familiarity with administrative policies and procedures of UH, RCUH, and/or UHF.
3. Familiarity with UH HR and/or fiscal system such as PeopleSoft, Kuali, and/or eTravel.
4. Demonstrated familiarity with Microsoft Office (Word, Excel, Powerpoint), and Adobe Acrobat. 
5. Familiarity with file sharing applications such as Dropbox and/or Google suite.
6. Familiarity with website software such as WordPress.
7. Experience working in an institution of higher education.

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

1. A cover letter indicating how you satisfy the minimum and desirable qualifications; 
2. Current resume;
3. Official transcripts (copies acceptable for application, but if selected, original transcripts required upon hire);
4. Names of three (3) professional references (including phone number and e-mail addresses).

Note: Please create a new account if this is your first time applying for a position using NEOGOV

Inquiries: Elizabeth Colwill, Department Chair, [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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