Administrative & Fiscal Support Specialist

Salary: See Position Description
Location : Hilo, HI
Job Type: Full-Time Permanent
Job Number: 6
Department: Hawai'i Community College - Academic Affairs
Opening Date: 05/28/2025
Closing Date: 6/13/:59 PM Hawaii
Position Number
Description
Title: Administrative and Fiscal Support Specialist

Position Number:

Hiring Unit: Hawaii Community College

Location: Hilo

Date Posted: May 28, 2025

Closing Date: June 13,2020

Band: A

Salary:

Monthly Type: 11 Month

Full Time/Part Time: Full Time

Temporary/Permanent: Permanent
Other Conditions:

General funded position. Appointment may begin approximately August 2025, pending availability of funds and actual staffing requirements.
Duties and Responsibilities:

1. Provides comprehensive administrative support to the Vice Chancellor of Academic Affairs (VCAA), including confidential communications, coordination with internal/external stakeholders, and oversight of office operations and record systems.
2. Assists the VCAA in meeting financial management and personnel responsibilities by serving as a liaison between the office, other support offices, and the different central offices.
3. Manages financial and procurement operations for the VCAA Office, including budget tracking, purchasing, compliance with fiscal regulations, and vendor coordination.
4. Coordinates travel logistics and documentation for division personnel, including requests, reports, and compliance with institutional procedures.
5. Monitors existing services contracts and assists the Departments with ensuring contracts are updated, renewed or re-solicited on a timely basis.
6. Prepares and analyzes reports using institutional data systems to support planning, compliance, and program evaluation.
7. Reviews reports and documentation for external and state funded programs to be sure it complies with the appropriate College and University policies.
8. Advises the VCAA in identifying and assessing planning needs, campus priorities and initiatives. Identifies, researches and analyzes critical issues; collaborate with relevant teams to develop solutions and ensures timely and effective resolutions.
9. Reviews and coordinates administrative actions memos for campus requests and advise the VCAA accordingly. Ensures appropriateness and propriety, identify problem areas and resolve discrepancies.
10. Develops, reviews and edits presentations and documentation, independently research and analyze associate issues and/or compile materials needed for presentation and/or decision making purposes.
11. Facilitates and supports committee and group meetings by coordinating schedules, preparing agendas, recording minutes, and providing follow up with analyses and recommendations.
12. Monitors, anticipates and prepares for upcoming deadlines and events that require action by the VCAA to ensure timely response and effective coordination.
13. Coordinates events sponsored by the VCAA Office by managing scheduling, planning and overseeing logistical arrangements for activities including but not limited to campus visits, retreats and other College related functions.
14. Fosters effective working relationships with the campus community. Proposes and implements, as necessary, effective and timely means of information dissemination utilizing technology.
15. Manages daily Academic Affairs operations, including supervising personnel, establishing office procedures, scheduling, preparing documents, maintaining records, and overseeing facility and equipment needs.
16. Maintains knowledge of programs, initiatives, operational structure and VCAA's scope of responsibilities, priorities and commitments.
17. Updates faculty profiles in the tracking system, keep abreast of critical deadlines, and draft memos for the VCAA regarding tenure and promotion process and requirements.
18. Assists in advising and familiarizing faculty leadership with the tenure, promotion, and contract renewal process and timelines.
19. Assists with the maintenance of listserv memberships and the monitoring of academic related websites. Collaborates with the webmaster to ensure Hawaii CC academic programs and activities are accurate and current.
20. Monitors the recruitment for the positions within the purview of the Vice Chancellor for Academic Affairs.
21. Designs and maintains digital forms using workflow automation platforms (e.g. Kuali Build) to streamline data collection and generate reports that support the evaluation of program effectiveness and operational efficiency.
22. Participates in department, college and community services, including but not limited to outreach activities as appropriate.
23. Duties may include working outside of normally scheduled hours, including nights and weekends.
24. Other duties as assigned

Minimum Qualifications:

1. Possession of a baccalaureate degree in Education, Business Administration, Liberal Arts, Social Sciences, Science, Humanities, Information Technology, or related field and one (1) year(s) of progressively responsible professional experience with responsibilities for higher education or public 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 higher education and/or public 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 higher education and/or public administration.
4. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of higher education and/or public 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, apply word processing software, and advanced features of Microsoft Office applications including Excel, Word, and PowerPoint as well as Google Workspace applications.
8. Demonstrated ability to manage work priorities and projects.
9. Ability to apply discretion and confidentiality.

Desirable Qualification:

1. Experience in a higher education institution.
2. Experience working at a community college.
3. Functional knowledge of the University of Hawaii processes and systems, for example, Banner, STAR, Kuali Financial System (KFS), and eTravel.
4. Demonstrated ability to manage budgets from multiple sources of funding (e.g., general funds, grants, UH Foundation.
5. Demonstrated leadership in supervising personnel, overseeing project and workload management, and maintaining effective employee relations.
6. Proven organizational skills with the flexibility to handle shifting priorities, frequent interruptions, and concurrent assignments under tight deadlines.
7. Demonstrated commitment and/or experience supporting the success of students.

Application Submission: Click on the "Apply" button to complete an application and attach the following required documents (REDACT social security number and date of birth on all uploaded documents).

1. Cover letter outlining how you meet minimum and desirable qualifications;
2. Names and contact information of three (3) professional references;
3. Resume.
4. A Copy of your academic transcript(s) appropriate to the position MUST be attached in order to verify all courses completed and/or degree conferred (unofficial transcripts are acceptable; copies of diplomas will NOT be accepted).

• If transcript(s) are not provided, the candidate's degree(s) or coursework will not be considered.
• Official transcripts are required at the time of hire.
• 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 will be required before date of hire. Expense of the evaluation shall be borne by the applicant;

NOTE:

• All minimum qualifications must be met by the closing date.
• Letters of recommendation are welcome.
• The application will be considered incomplete if material is unreadable, or required documents are not submitted by the closing date. Incomplete applications will not be considered.
• All documents/information submitted become the property of Hawaii Community College and will not be returned.
• If multiple applications are submitted, only the last application received will be considered.
• If you have not applied for a position before using NEOGOV, you will need to create an account

Inquiries:

EEO, Clery Act, ADA
The University of Hawai'i is an Equal Opportunity Institution and is committed to a policy of nondiscrimination in employment . click apply for full job details