Admin & Fiscal Support Spec

Location : Honolulu, HI
Job Type: Full-Time Temporary
Job Number: 1
Department: University of Hawai'i at Manoa - OGE - International Student Services
Opening Date: 05/16/2025
Closing Date: 6/2/:59 PM Hawaii
Position Number T
Description

Title: Admin & Fiscal Support Spec
Position Number: T
Hiring Unit: OFFICE OF THE PROVOST, OFFICE OF GLOBAL ENGAGEMENT, INTERNATIONAL STUDENT SERVICES
Location: UH at Manoa
Date Posted: May 16, 2025
Closing Date: June 2, 2025
Band: A
Salary : salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Temporary

Duties and Responsibilities

1. Coordinates the daily administrative support and protocols of the International Student Services (ISS) office, including, but not limited to the office full range of operations, fiscal, and procurement services.
2. Assists Director in monitoring program budget and accounts, reporting variances, reconciling accounts and maintaining required administrative reports, records, and documents.
3. Supports the administration of international student scholarships and scholarship award programs.
4. Coordinates ISS program planning logistics including the scheduling preparing materials, coordinating speakers and attendance, generating agenda/minutes as needed, assisting with exhibits/displays and overall facilitating of events/activities
5. Coordinates scheduled review sessions of forms and communication with students.
6. Provides administrative support for hiring, training, and monitoring student assistants and student interns.
7. Coordinates management of requests for information and services received by phone, in-person, or electronic communication.
8. Corresponds with tact and sensitivity when dealing with students, UH faculty and staff, and the general public
9. Serves as a Designated School Official for the F-1 student visa program and Alternate Responsible Officer for the J-1 Exchange Visitor Program.
10. Supports the administration of F-1 and J-1 student services and programs, including record creation, activation, document issuance, and data audits in accordance with federal policies and regulations.
11. Assists in certifying student visa status for travel, university employment, and federal government benefit requests.
12. Keeps abreast of changes/updates in applicable University administrative policies and procedures and U.S. federal regulations, policies, procedures affecting students with F-1 or J-1 student visa status.
13. Assists with special projects as assigned.
14. Other duties as assigned.

Denotes Essential Functions

Minimum Qualifications

1. Possession of a baccalaureate degree in Business Administration, Education, Social Sciences, Humanities or related field and 0 year(s) of progressively responsible professional experience with responsibilities for office administration, and/or program planning; and or 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 office administration 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 office administration.
4. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of office administration.
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, spreadsheet, and presentation software and video communication platforms (i.e. Zoom).
8. U.S. citizenship or lawful permanent residence (required by federal regulations for certification as a Designated School Official or Alternate Responsible Officer for the Exchange Visitor Program).
9. Clearance of a Criminal History Background Check to comply with Code of Federal Regulations required for employees functioning as an Alternate Responsible Officer for the J-1 Exchange Visitor Program is a condition of employment and continued employment.
10. Ability to apply discretion and confidentiality.
11. Attention to detail and ability to prioritize, organize and handle a variety of tasks.

Desirable Qualifications

1. Knowledge of University of Hawaii fiscal and/or procurement operations.
2. Functional knowledge of principles, practices and techniques in immigration services 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 immigration services.
4. Experience serving as a Designated School Official (DSO) and/or Alternate Responsible Officer (ARO) in an academic or university environment.
5. Experience with Banner, International Student Scholar Management (ISSM) System and/or Student and Exchange Visitor Information System (SEVIS) databases.
6. Experience with Google docs.
7. Knowledge of relevant University of Hawaii at Manoa policies and procedures.

To Apply:
Note: If you have not applied for a position before using NeoGov, you will need to create an account.

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:
1. Cover letter indicating your interest in the position and how you satisfy the minimum and desirable qualifications;
2. Resume;
3. Names and contact information (telephone number and email addresses) of three (3) professional references; and
4. Copy of unofficial transcripts (official transcripts will be required at the time of hire). Academic record/grade summaries will NOT be accepted. Copy of diplomas will NOT be accepted.) Documents issued from an institution 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.
NOTE: If multiple applications are received from the same candidate, only the last one will be reviewed. Please do not include any self-identifying photos they will be redacted. PLEASE REDACT REFERENCES TO SOCIAL SECURITY NUMBERS AND BIRTH DATE ON TRANSCRIPT COPIES. All items become the property of the University of Hawaii and will not be returned. Only complete applications will be passed on to the search committee for consideration. No late applications will be accepted.

Inquiries: Karen Michael Mikel
EEO, Clery Act, ADA
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:
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: , 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: