What are the responsibilities and job description for the Admin & FIscal Support Spec position at University of Hawaii?
Description
Title: Administrative & Fiscal Support Specialist
Position Number: 0079701
Hiring Unit: C OF SOC SCI, PSYCHOLOGY DEPT, PSYCHOLOGY DEPT
Location: UH at Manoa
Date Posted: 07/29/2026
Closing Date: 08/12/2026
Band: A
Salary: salary schedules and placement information
Full Time/Part Time: Full-time
Temporary/Permanent: Permanent
Duties and Responsibilities:
- Provides administrative staff support to Department and Department Chair in a wide range of matters ensuring the smooth running of the department.
- Manage daily operations of the department office, including the opening and closing of the office.
- Prepares and processes personnel documents, including but not limited to documents for hiring new faculty, lecturers, graduate assistants, visiting colleagues, and office assistants.
- Coordinates faculty recruitment.
- Manages and maintains confidential files for the department.
- Gathers information for various reports, i.e., the University, professional associations, governmental agencies, business and other requests.
- Reviews and makes recommendations for changes in policies and procedures. Oversees implementation of program operations.
- Assists with Department and/or college-wide functions as needed.
- Hires and supervises student help in performance of work duties (e.g., book orders and submitting purchases/stipends into appropriate systems). Ensures work is completed accurately and timely.
- Oversee grade changes and other academic forms as needed.
- Participates in department meetings, gathers and disseminates information as needed, and maintains meeting minutes.
- Serves as Telecom Coordinator for the Department.
- Responds to inquiries from university Departments, central offices, general public.
- Prepares and reviews travel forms for compliance with federal, state and university rules and regulations.
- Establishes and maintains documents for maintenance contracts, correspondence, reports, procurement, inventory, and other standard office records.
- Oversee Department-controlled rooms, keys, equipment reservations, and maintains records of space.
- Oversee Department equipment, high-capacity copy machine and copy codes.
- Coordinates parking and parking passes for the Department.
- Assists in the preparation and completion of purchasing documents for the Department, including intramural and extramural funds.
- Maintains one of the Department's p-cards for purchasing in conjunction with other department staff.
- Works with faculty on processing approved reimbursements on intramural and extramural, and UH foundation funds.
- Special tasks assigned by the Chair.
- Other duties as assigned.
- denotes essential functions.
Minimum Qualifications:
- Possession of a baccalaureate degree in business administration, education, arts and sciences, or related field and 1 year(s) of progressively responsible professional experience with responsibilities for fiscal and/or personnel and/or office 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 fiscal and/or personnel and/or office 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 fiscal and/or personnel and/or office management.
- Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the fiscal and/or personnel and/or office 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 and apply word processing software.
Desirable Qualifications:
- Experience in academic policies and procedures at the university level.
- Demonstrated knowledge of university and extramural funding policies and procedures.
- Familiarity with University of Hawai`i fiscal and/or personnel policies and procedures.
To Apply:
:
- Cover letter indicating how you satisfy the minimum and desirable qualifications,
- Resume,
- Names and contact information (telephone number and email addresses) for at least three professional references, and
- official transcripts (copies accepted, however official transcripts will be required upon hire).
Note: If you have not applied for a position before using NeoGov, you will need to create an account.
Inquiries:
Charlene Baker, Department Chair, bakercha@hawaii.edu
EEO, Clery Act, ADA
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.
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/
Benefits:
Sick Leave, Reduced or Flexible Hours, Dental InsuranceSalary : $62,486 - $86,428