Administrative & Fiscal Support Specialist (0081213) chez University of Hawaii, HI

About the Department

Title: Administrative & Fiscal Support Specialist

Position Number: 0081213

Hiring Unit: Office of the VP for Community Colleges, Administrative Affairs

Location: Manoa

Date Posted: September 29, 2025

Closing Date: October 14, 2025

Band: A

Salary: Salary Schedules and Placement Information

Full Time/Part Time: Full-Time

Month: 11-Month 

Temporary/Permanent: Permanent

Other Conditions: To begin approximately December 2025. Position is excluded from collective bargaining.

Duties and Responsibilities

(**Denotes Essential Functions)

• **Provides professional administrative support and assistance to the Office of the VP for Community Colleges and the seven Community Colleges campuses. Addresses a variety of matters with tact, confidentiality, sound discretion and judgement, and timeliness.
• **Assists with interpreting collective bargaining agreements, University and Board of Regents policies and provides advice on various personnel related matters including recruitment, selection, compensation, benefits, etc.
• **Assists with the review, analysis and preparation of personnel documents. Ensures appropriateness and identifies and resolves discrepancies.
• **Assists with the preparation and processing of personnel forms, including data entry in HR Information Systems.
• **Assists with the compilation of grievance and complaint related documents, decisions and correspondence including memos and responses to internal/external inquiries.
• **Coordinates and processes documents for tenure and promotion including procedural memorandums and guidelines; timelines and forms; and related correspondence.
• Collects data from the Community Colleges campuses and generates reports tenure and promotion, conflicts of interest, grievances, executive/managerial evaluations and other information as requested.
• **Assists in ensuring Human Resources information included within the OVPCC website is current and accurate.
• **Manages office operations including but not limited to preparing and maintaining fiscal and travel documents in accordance with established policies and procedures.
• **Manages, maintains and reconciles operating budget allocations for the Human Resources and Title IX, EEO, and Compliance Offices. As a P-card holder, makes purchases in accordance with established procedures.
• **Assists with maintaining and archiving personnel files and managing service and retirement awards in accordance with State and University policies and procedures.
• Assists with reviewing requests for new hires, casual, and overload appointments for accuracy and completeness and ensures actions are in compliance with collective bargaining agreements, and applicable University procedures.
• **Assists with the preparation and coordination of Human Resources training sessions.
• **Keeps abreast of new and amended University policies and procedures, collective bargaining agreements and State/Federal laws.
• 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 administrative support demonstrated by knowledge, understanding and ability to apply concerts, terminology.
• Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with administrative support.
• Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of administrative support.
• 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, and spreadsheet software.

Supplemental Minimum Qualifications:

• Demonstrated ability to exercise tact, confidentiality, sound discretion and judgement, and timeliness in performance of work.
• Ability to analyze, interpret and use sound logic and judgment in the application of a variety of personnel/administrative rules and regulations.
• Detailed oriented and demonstrated ability to prioritize multiple duties with demanding deadlines.

Desirable Qualifications:

• Knowledge of UH Community Colleges organization and processes.
• Knowledge of UH policies and procedures.
• Experience with PeopleSoft and/or Kuali software.
• Demonstrated ability to maintain and update websites.

To Apply 

Click on the "Apply" button to complete an application and attach the following required documents:

1. Cover letter indicating how you meet the minimum and desirable qualifications of the position; 

2. Resume; 

3. Name and contact information (telephone number and email address) of at least three (3) professional references; and 

4. Graduate and undergraduate academic transcript(s) showing name of institution, degree and coursework to date appropriate to the position.  (Copies are acceptable, but original official transcripts will be required at the time of hire).  Applications lacking copies of transcripts will be reviewed based on work experience equivalency to meet minimum qualifications.  Transcripts issued outside the United States of America require a 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. 

Late, incomplete or unreadable application materials will not be considered. Academic record/grade summaries will not be accepted. Diplomas and copies will NOT be accepted. Please REDACT references to social security numbers and birth date on submitted documents. 

NOTE: Please create a new account if this is your first time applying for a position using NeoGov. 

Inquiries

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/