Administrative & Fiscal Support Specialist

Location : Hilo, HI
Job Type: Full-Time Temporary
Job Number: 0
Department: University of Hawai'i at Manoa - Institute for Astronomy
Opening Date: 04/09/2025
Closing Date: 4/24/:59 PM Hawaii
Position Number T
Description
Title: Admin & Fiscal Support Specialist

Position Number: T

Hiring Unit: Institute for Astronomy

Location: Hilo, Hawai'i

Date Posted: April 9, 2025

Closing Date: April 24, 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. Responsible for performing a wide variety of administrative, fiscal, and personnel duties to support the faculty and staff in the daily operation of the IfA Hilo facility, and in coordination with IfA Manoa and Maui facilities.

2. Provides fiscal and administrative support functions with respect to travel procurement, equipment inventory, contracts and grant administration, and personnel.

3. Coordinates travel reservations and processes travel documentation for project staff utilizing the RCUH, KFS, and Hale Pohaku reservations systems.

4. Prepares, reviews and audits fiscal documents for compliance with applicable UH, RCUH, UH Foundation, IfA, state, federal, contract rules & regulations and processing requirements.

5. Advises project staff on applicable requirements and procedures for procurement, travel, and equipment inventory.

6. Maintains internal accounting records and performs reconciliation functions to monitor the accuracy, timeliness and completeness of fiscal documents processed in UH and RCUH accounting systems.

7. Assists fiscal officers in the monitoring and maintaining of budgets, preparing internal budget reports, and financial data analyses.

8. Reconciles purchasing card reports for assigned cardholders in the SAP Concur system.

9. Administers the credit card program for the established merchant account for IfA Hilo, overseeing the processing of credit card payments and deposits, accounting for transactions, and preparing the annual security report.

10. Oversees daily receiving and routing of incoming mail and shipments and scheduling of pickup of outgoing shipments.

11. Oversees and maintains IfA's document management system utilizing electronic database, scanning equipment, and paperless document files.

12. Provides general administrative support for outreach projects, contracts and grants as identified by the Director.

13. Performs the annual equipment inventory of assets located at the IfA Hilo building and observatories at Maunakea.

14. Provides administrative support by being the point of contact for phone calls, visitors, and maintenance service providers including maintaining an electronic calendar and updating various website directories.

15.Supervises student assistant.

16.Other duties as assigned.

Denotes Essential Functions
Minimum Qualifications

1.Possession of a baccalaureate degree in Accounting or Business Administration or related field and 1 year(s) of progressively responsible professional experience with responsibilities for business administration; 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, administrative, and technical support 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 accounting or business administration.

4.Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of accounting or business 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 software.

8.Knowledge of issues relating to research and grants, academic curriculum, and/or student services.

9.Working knowledge and experience using software such as MS Office Suite (Word, Excel, etc.), Adobe Acrobat, and other commonly used business application software.

10.Demonstrated ability to prioritize and organize workload to meet scheduled deadlines.

11.Demonstrated ability to produce work that is detail oriented and accurate.

12.Ability to work at 14,000 foot elevation.
Desirable Qualifications

1.Knowledge of UH and RCUH policies and procedures.

2.Experience in an educational institution, non-profit organization and/or government entity.

3.Knowledge and experience using a variety of web-based systems such as Kuali Financial System, PeopleSoft, TIBCO Jaspersoft, SAP Concur, CommercePoint, Inc., Clover Security, Adobe eSign, DocuSign, and DocuShare.

4.Demonstrated skill in time management & multi-tasking.

5.Experience working in a team environment.
To Apply:
Click on the "Apply" button on the top right corner of the screen and attach the required documents. Applicants must submit (1) cover letter indicating how you satisfy the minimum and desirable qualifications, (2) resume, (3) names and contact information of 3 professional references and (4) official transcripts. Copies of transcripts are acceptable, but official transcripts will be required at the time of hire. Incomplete applications will not be considered.
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Inquiries: Sandra Miyata
EEO, Clery Act, ADA
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