Salary: See Position Description
Location : Honolulu, HI
Job Type: Full-Time Temporary
Job Number: 0
Department: University of Hawai'i at Manoa - John A. Burns School of Medicine
Division: Medicine
Opening Date: 04/04/2025
Closing Date: 4/21/:59 PM Hawaii
Position Number 97495T
Description Title: Admin & Fiscal Support Spec (HICFA Fiscal Support Specialist)
Position Number: T
Hiring Unit: C OF HLTH SCI & SW, SCH OF MED, MEDICINE DEPT, HAWAII CENTER FOR AIDS RESEARCH (HICFA)
Location: UH at Manoa
Date Posted: April 4, 2025
Closing Date: April 21, 2025 at 11:59 PM
Band: A
Salary: salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Temporary
Other Conditions: Temporary, full-time, subject to position clearance and availability of funds. Position is annually renewable depending on performance and/or funding availability.
Duties and Responsibilities - Serves as an Administrative & Fiscal Support Specialist for the Hawai'i Center for AIDS (HICFA).
- Assists with creating budgets for new awards/accounts and ensures accurate maintenance of budgets, revenues, receivables, indirect cost returns, and advances in compliance with applicable laws, regulations, sponsor requirements, policies, and procedures.
- Assists with developing and maintaining a fiscal reporting/tracking system to monitor monthly budgetary needs and expenditures. Assists with forecasting fiscal needs/commitments; assists with developing long-term planning documents; collaborates with the Principal Investigator (PI) on allocation of programmatic resources and budgetary issues. Assists with managing salary distribution of HICFA personnel to various accounts, factoring in their actual contribution to studies supported by these accounts, Human resources deadlines and policies, and project periods.
- Assists in grant submissions initiated by or involving HICFA faculty; tracks grant deadlines, develops and compiles grant-related documents; creates budgets, arranges for subcontracts, compiles and inputs data into the migrant system and National Institutes of Health (NIH) assists and shepherds the grant submission through the University of Hawai'i (UH) system. Communicates and works closely with other John A. Burns School of Medicine (JABSOM)/UH departments, the JABSOM Pre-Award Office, and the UH Manoa (UHM) Office of Research Services (ORS).
- Assists in managing required documents and their deadlines for grant maintenance and submissions (ex. curriculum vitae, certifications, licenses, trainings, institutional review board approvals).
- Serves as the point of contact for HICFA for clinical trial/research contract negotiations between various entities including pharmaceutical companies and UH; monitors the status of contract negotiations and helps to facilitate the timely execution of the contracts.
- Assists in performing various reconciliations from online systems reports with internal records and/or the University's financial systems. Resolves discrepancies and provides recommendations for improvement.
- Files reports and assists with audits and other fiscal matters required by funding agencies.
- Assists in the preparation and processing of purchasing requests for any purchases, reimbursements, payment requests in compliance with applicable laws, policies, procedures, rules, and regulations.
- Assists in reviewing and preparing travel requests, travel completions, and travel reimbursements for employees and non-employees in accordance with UH policies and procedures.
- Assists in the department's pCard program using the University tracking system. Process petty cash establishments, returns, reconciliations, and changes with Research Corporation of the University of Hawai'i (RCUH) or UH financial systems.
- Assists with RCUH, UH, and University of Hawai'i Foundation (UHF) accounting, fiscal/financial and procurement matters as needed for grant projects.
- Assists with managing and keeping inventory of program supplies, equipment, electronics, and software. Assists with annual program inventory reports as well as making changes to inventory following UH policies and procedures.
- Assists in opening, closing, and managing online vendor accounts.
- Assists and/or lead the planning and coordination of all logistical and fiscal aspects of program meetings, conferences, presentations, and other events.
- Other duties as assigned.
Denotes Essential Functions
Minimum Qualifications - Possession of a baccalaureate degree in Business Administration, Accounting, Finance or related field and 2 year(s) of progressively responsible professional experience with responsibilities for accounting, auditing, finance, or business management; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
- Functional knowledge of principles, practices and techniques in the area of accounting and/or business management 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 office management and/or business administration.
- Demonstrated ability to recognize problems, identify possible causes, and resolve the full range of problems that may commonly occur in the area of accounting and/or business management.
- 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, apply word processing software, and various software applications including but not limited to Microsoft Word, Excel, and Adobe PDF.
- Must be able to multi-task under multiple deadlines in a fast-paced environment.
Desirable Qualifications - Familiarity with fiscal policies and procedures of the University of Hawai'i.
- Familiarity with UH (Kuali, eTravel, etc.), RCUH, and/or UHF Financial systems.
- Familiarity with UH ORS myGRANT.
- Experience in accounts payable and procurement.
To Apply: Click on the "Apply" button on the top right corner of the screen to complete an application and attach the required documents by the closing date:
- a cover letter indicating how you satisfy the minimum and desirable qualifications
- current resume
- official transcripts confirming degree completion (copies acceptable; however official transcripts sent directly from the degree granting institution required upon hire)
- Three (3) professional references (complete with contact information including e-mail address)
The application will be considered incomplete if materials are unreadable. 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: Nic Estrella: ;
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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.
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, 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: