Admin & Fiscal Support Spec (0077634T)

Title: Admin & Fiscal Support Spec
Position Number: 0077634T
Hiring Unit: C OF SOC SCI, SOCIAL SCI RES INST, SOCIAL SCI RES INST
Location: UH at Manoa
Date Posted: 09/01/2026
Closing Date: 09/16/2026
Band: A
Salary:salary schedules and placement information
Full Time/Part Time: Full-time
Temporary/Permanent: Temporary

Duties and Responsibilities 

1. * Provides administrative support services for research and training projects w/in the Social Science Research Institute (SSRI), and assists with providing research support to multiple units in the College of Social Sciences.
2. * Review and process all personnel documents related to hiring, continuation, and termination of employees paid via extramural and intramural grants. The forms include, but are not limited to SF-1, PNF, health fund, I-9, payroll assignment, etc.
3. * Reviews and submits RCUH personnel documents and enters RCUH timesheets for payroll purposes.
4. * Prepares any reports required by systems offices, such as special extramural awards data and UH/RCUH personnel data.
5. * Update and maintain personnel records of both RCUH and UH employees employed on intramural and extramural grants.
6. * Assist with other personnel functions as needed.
7. * Audit/enter purchasing documents into UH/RCUH fiscal systems. Documents include, but not limited to requisitions, authorization for payments, travel documents, mileage claims, as well as sole source justifications, price reasonableness, and vendor quotes.
8. * Audit vendor invoices and processing of payments to vendors. This involves both input of data and hard copy processing of payment documents.
9. * Consults with department and program personnel on proper procurement procedures required for purchase of goods and equipment via RCUH.
10. * Monitors college-wide inventory procured on extramural accounts. This includes, but is not limited to disposals, transfers, accounting of decals.
11. * Assist with other fiscal and administrative functions as needed.
12. * Maintain and reconcile internal fiscal records with official University accounting system reports and prepare correcting entries/journal vouchers as necessary.
13. * Compiles data for analysis of fiscal, budgetary, and financial management status reports.
14. * Participates and assists in preparing year-end accounting entries.
15. * Maintain and update the list of intramural and extramural grants administered by SSRI – both historical and current data. Assist with preparation of various visual presentations as needed, as well as institute brochures, flyers, and information bulletins.
16. * Work with PIs and ORS to facilitate the execution of contract, grant, and award processes, applications, and related actions.
17. * Assist the Director, Associate Director and Administrative Officers w/ wide range of administrativesupport services provided by SSRI for all dept, programs w/in the College that have intramural & extramural projects.
18. * Review and approve procurement transactions up to $2,500.00 with emphasis on ensuring that all transactions are allowable and allocable and meet the standards of Federal, State of Hawaii, and University of Hawaii policies.
19. * Prepares and enters data for the TAPs on-line payment system. Duties include verification of data, on-line data entry, and printing of reports to monitor and track overload and casual hire payments to UH employees.
20. * Develop software solutions to provide budget projections and analysis for all types of accounts established at the Social Science Research Institute in order to allow Principal Investigators and project staff to more effectively manage accounts.
21. * Trains new personnel on the utilization of the Kuali Financial System and the RCUH on-line procurement and Human Resources Systems in order to expand services for Principal Investigators and project staff.
22. * Establishes new accounts and updates existing accounts and solely responsible for processing cost transfers/cost sharing in the Kuali Financial System ensuring proper management of accounts.
23. * Compiles financial information for extramural accounts for final reporting of expenditures for the University of Hawaii Office of Research Services (ORS) and ensures that all closeout procedures are followed.
24. * Provides fiscal, administrative, and contracts & grants management support to PIs and project staff on compliance issues and methods for processing best suited for managing accounts in accordance with Federal, State, and University of Hawaii policies.
25. * Provides pre-award and post-award extramural support to APTs/faculty Principal Investigators in one or more assigned departments and units of the College of Social Sciences.
26. Other duties as assigned

Minimum Qualifications

1. Possession of a baccalaureate degree in Business Administration or related field and 1 year(s) of progressively responsible professional experience with responsibilities for fiscal 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 fiscal 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 administering accounts.

4. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of fiscal 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. Ability to communicate effectively in both oral and written communication.

9. Ability to follow oral and written instructions.

Desirable Qualifications

1. Familiar with the administrative policies and procedures of the University of Hawaii and Research Corporation of the University of Hawaii.

2. Familiar with federal and state contracts and grants, and administering extramural awards.

3. Knowledge of spreadsheet programs.

4. Knowledge of MS Access and MS Power Point.

5. Familiar with UH or RCUH on-line purchasing system(s).

6. Familiar with UH or RCUH on-line personnel system(s).

To Apply:

Click on the “Apply” button on the top right corner of the screen to complete an application and attach the following required documents:

1. Cover letter indicating how you satisfy the minimum and desirable qualifications,
2. Resume,
3. Names and contact information (telephone number and email addresses) for at least three professional references, and
4. Official transcripts (copies accepted, however official transcripts will be required upon hire).

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: 

Calvin A Fujioka, cfujioka@hawaii.edu 

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:  https://www.hawaii.edu/offices/eeo/policies/

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. 
 
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