Administrative & Fiscal Support Specialist (0096983T) chez University of Hawaii, HI

About the Department

Title: Administrative & Fiscal Support Specialist

Position Number: 0096983T

Hiring Unit: Office of the Vice President for Research and Innovation (OVPRI), Applied Research Laboratory (ARL)

Location: Manoa Innovation Center (MIC)

Date Posted: September 19, 2025 

Closing Date: October 20, 2025  *readvertised

Band: A

Salary: salary schedules and placement information

Additional Salary Information: Commensurate with education and experience

Full Time/Part Time: Full Time

Temporary/Permanent: Temporary 

Other Conditions: This position is subject to availability of 100% Federal Funding and is annually renewable contingent on performance and/or availability of funds.

Duties and Responsibilities 

(** denotes essential functions)

• ** Provides administrative and fiscal support to the Applied Research Laboratory at the University of Hawai'i, including requisitions, purchase orders, travel arrangements, P-Card transactions, inventory control, expenditures, and monthly budget reports.
• **Supports the preparation, drafting, completing, and disseminating of monthly budget status reports and DIs (distribution of income).
• **Facilitates the review and verification of proposals and budgets to ensure alignment with funding solicitations, applicable laws, regulations, and sponsor as well as University of Hawai'i policies.
• **Assists with the creation, updating, correction, and maintenance of database records for extramurally sponsored proposals, awards, subawards, and related documents.
• ** Serves as the primary contact for proposal, award, and subaward management activities, including responding to inquiries, ensuring timely execution of documents, resolving compliance concerns, tracking unfunded proposals, validating document completion, and systematically filing records in the official extramural document repository.
• **Assists in reviewing and submitting post-award change requests to extramural sponsors, acting as an institutional liaison for post-award changes requiring institutional oversight.
• ** Coordinates with University of Hawai'i stakeholders to track and ensure compliance with award conditions, emphasizing the timely submission of required reports and adherence to all guidelines.
• ** Ensures the accuracy and relevancy of data related to workload assignments, compiling periodic reports on individual workload status and progress to support administrative and institutional purposes, as requested.
• ** Engages in training programs covering extramural proposals, awards, subawards, and applicable governmental laws, regulations, and University of Hawai'i policies to ensure thorough understanding and compliance.
• Other duties as assigned.

Minimum Qualifications

   Education and Professional Work Experience:

   Knowledge, Skills and Abilities:

• Functional knowledge of principles, practices and techniques in the area of governmental accounting, finance, 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 financial or government accounting, purchasing/contracting management and payments.
• Demonstrated ability to recognize problems, identify possible causes and resolve.
• 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 software, including Microsoft Office, Google Applications, and Microsoft Teams.

Desirable Qualifications:

• Familiarity or work experience with the Kuali Financial System (KFS) and/or RCUH Financial Portal.
• Knowledge of the policies and procedures of UH and Research Corporation of the University of Hawaii.

To Apply:

Click on the "Apply" button on the top right corner of the screen to complete an application and upload required documents. Required documents include: (1) cover letter indicating how you satisfy the minimum and desirable qualifications; (2) resume; (3) the names and contact information of at least three professional references; and (4) transcripts showing degree and coursework to date appropriate to the position (original official transcripts will be required at the time of hire.) NOTE: Please create a new account if this is your first time applying for a position using NEOGOV.

Inquiries:

Victoria Burkley; [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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