Position Number: 97246

Hiring Unit: Academic Affairs, Hawaii Small Business Development Center

Location: UH Hilo

Date Posted: April 16, 2024

Closing Date: Continuous, first review on or about May 1, 2024

Band: A

Salary : salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Temporary

Other Conditions: Appointment to begin approximately June 2024, pending position clearance and availability of funding. Temporary position, renewal contingent upon satisfactory work performance, availability of funds, and program needs.

Duties and Responsibilities (*Denotes Essential Functions)

Lead Center Administration

• Manages the daily office administration to support the programs, activities, and operations within HISBDC and RCUH guidelines; tailored to the interests and needs of its business advisors, interns, associates, customers, clients, and volunteers.
• *Liaison with six other HISBDC offices to ensure consistency in daily operational practices, administration, information technology and computer network, and reporting systems.
• *Manages planning, logistics, travel arrangements, and other required coordination for various internal meetings and external networking events.
• Maintain records for office equipment, supplies, and facility maintenance at the Lead Center
• *Organize and maintain center files, annual forms and financial reports
• *Providing advice, direction, and motivation, and assisting in problem solving that contributes towards goals and mission of the Hawai'i SBDC Network.
• *Serves as petty cash custodian. Maximum $300.
• *Drafts required financial reports for key stakeholders and for internal use.

Fiscal Management

• Serves as fiscal administrator for the Hawai'i SBDC Network. Responsibilities include authorizations of purchase requisitions, change orders, purchase order payment requests, travel documents, and direct payments. (with approval and review of the Assistant State Director for Fiscal and Administrative Services).
• Performs cost analysis for purchase requisitions, coordinates the RCUH/Hawai`i SBDC bid process forthe acquisition of purchases of goods and services over $5,000.00, and completes purchase requisitions and payment authorizations.
• Reviews and processes all fiscal and financial transactions for compliance with RCUH/UH, Federal, State, county, and Hawai'i SBDC Network regulations and/or policies.
• Initiates subcontracts to ensure they meet sponsor rules and regulations and are consistent with funding objectives and sponsor approval.

• Maintains systems for providing statewide financial and related services and to ensure rapid response to needs identified by all centers.

Network Service, SBA Resource Partners, and Community Relations

• *Provide network service by phone, face-to-face, written correspondence, email, and text as appropriate.
• *Diplomatically address and coordinate requests to interact with center service associates, center directors, and/or business advisors.
• *Organize and manage business community outreach events with SBA, SBA resource partners, government agencies, and other small business referral sources or stakeholders in cooperation with the HISBDC Marketing Specialist.
• *Compose, design, and distribute timely Lead Center announcements using relevant communication technology, HISBDC branding standards, and consistency within the HISBDC network policies and procedures in cooperation with the HISBDC Marketing Specialist.
• Performs other duties as assigned.

Minimum Qualifications 

1. Possession of a baccalaureate degree from an accredited four (4) year college or university in Accounting or Business or related field and one (1) year(s) of progressively responsible professional experience with responsibilities for office management and finance; 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 public administration and federal grant management 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 public administration and federal grant management.

4. Demonstrated ability to recognize problems, identify possible causes and problems that may commonly occur in the area of cashiering, accounts receivable, or collections.

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. Ability to analyze, interpret, and apply financial and general administrative rules and regulations in a variety of work situations.

9. Strong analytical skills to decipher and implement budgetary data and financial reports, and to assess office systems.

10. Effective written and verbal communication skills for interactions with government agencies, Hawaii SBDC Network staff, vendors, and the general public.

11. Ability to use basic PC applications including web-based financial management programs, spreadsheet, word processing, database, email, and specialized systems; (Microsoft Office Suite preferred) with superior understanding of data analysis techniques.

12. Ability to work harmoniously with diverse range of people.

13. Excellent organizational skills to accomplish multiple tasks with competing deadlines.

14. Must possess a valid driver's license 

Desirable Qualifications 

1. Thorough knowledge of RCUH and UH policies and procedures governing grants, fiscal management, administrative procedures

2. Working knowledge of Federal regulations governing SBDC programs and of RCUH policies and procedures.

3. Knowledge of business conditions in Hawai'i.

To Apply: Click on the “Apply” button on the top right corner of the screen to complete an application and attach required documents. A complete application must include: (1) cover letter explaining how each minimum and desirable qualification is met; (2) resume; (3) the names and addresses, email addresses and telephone numbers of three [3] current professional references; (4) transcript(s) showing degrees and course work appropriate to the position (copies are acceptable; however, original official transcripts will be required prior to employment). Please do not include any self-identifying photos. Please redact references to Social Security numbers and birth date on transcript copies. All requested documents/information must be postmarked by the closing date and become the property of the University. All minimum qualifications must be met by the closing date. Incomplete applications will not be considered. Failure to submit all required documents and reference information shall deem an application to be incomplete.

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

Inquiries: Teryn Macayan, terynm@hisbdc.org

The University of Hawai'i is an Equal Opportunity/Affirmative Action Institution and is committed to a policy of nondiscrimination on the basis of race, sex, gender identity and expression, age, religion, color, national origin, ancestry, citizenship, disability, genetic information, marital status, breastfeeding, income assignment for child support, arrest and court record (except as permissible under State law), sexual orientation, domestic or sexual violence victim status, national guard absence, or status as a covered veteran. For more information or inquiries regarding these policies, please refer to the following link: http://www.hawaii.edu/offices/eeo/eeo-coordinators/.

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/