What are the responsibilities and job description for the Admin & Fiscal Support Specialist (CTAHR/PEPS) position at University of Hawaii?
Description
Title: Admin & Fiscal Support Specialist (CTAHR/PEPS)
Position Number: 0079084
Hiring Unit: College of Tropical Agriculture and Human Resilience (CTAHR), Plant and Environmental Protection Sciences (PEPS)
Location: University of Hawaii at Manoa, Honolulu, HI
Date Posted: June 7, 2026
Closing Date: June 17, 2026, 11:59PM HST
Band: A
Salary : salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Permanent
Other Conditions: All application materials should be submitted by June 17, 2026, 11:59PM HST. Complete applications and required document attachments must be submitted before close of vacancy. Incomplete applications will not be reviewed by the hiring committee. Please see application instructions.
Duties and Responsibilities:
- *Serves as the daily administrative support to the Department Chairperson of the Department of Plant and Environmental Protection Sciences (PEPS), College of Tropical Agriculture and Human Resilience (CTAHR).
- *Works independently, performing a wide range of complex and confidential duties, reporting directly to the Department Chairperson of PEPS.
- *Serves as the administrative contact and liaison within PEPS, as with all University constituents and external contacts, including but not limited to facility management, FSIS, Graduate Division, Academic Support Offices, RCUH and UH Foundation. ,
- *Reviews, assesses, routes, answers, and monitors follow-up action steps on internal and external correspondence with various University constituents and external contacts.
- *Assists in the development of college office systems and procedures, policies, and operations. Interprets and communicates policies and processes.
- *Assists in the day-to-day operations of the Department Chairperson, including calendaring meetings and events, monitoring and responding to emails and phone calls, and arranging for logistics, whether in person or remotely (e.g., Zoom), participates and takes minutes in department faculty meetings, as needed. Coordinates departmental special events throughout the year.
- Independently prepares and processes P-Card Log transactions, processes fiscal documents, i.e. purchase order requests, inter-departmental orders, disbursement vouchers, online bill pay for faculty, in the KFS, RCUH, and UH Foundation systems. Also assists faculty in preparing service contracts/agreements with vendors. Logs, sorts, and distributes payroll to faculty/staff/students.
- *Monitors incoming and outgoing documents from onset to completion; coordinates and initiates expediting actions, to include but not limited to: monitors and maintains personnel records and files for the faculty and staff; prepares and submits personnel action forms (PAF), for faculty and staff as it relates to full cycle onboarding and offboarding, promotions and tenure applications, contract renewals, evaluations, leave requests, employment status, and any other administrative support tasks as it relates to for civil service, APT, student (SECE), Graduate students, and faculty positions.
- *Recruits and interviews student employees. Prepares and submits personnel forms for student hires. Plans daily work assignments for student employees. Reviews and approves the student's online timesheet in the SECE system. Supervises clerical staff and/or students as necessary to maintain efficient office operations and facilitate workflow.
- *Maintains administrative, personnel, and program matter files pertaining to county and state activities related to research and extension, including plot and space allocation, and interagency programs and projects. Responsible for PEPs special event coordination throughout the year.
- With the Department Chair, assists and reviews the schedule of classes for each semester; includes completing the Schedule of Classes Form for any changes in class schedule and room reservations. Updates catalog and directories.
- Other duties as assigned.
*Denotes Essential Functions
Minimum Qualifications
- Possession of a baccalaureate degree in business, communication, science, liberal arts or related field and 2 year(s) of progressively responsible professional experience with responsibilities for administrative and 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 the area of administrative and 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 administrative and office management.
- Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of administrative and 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, apply word processing software, and proficiency in fiscal and/or personnel management systems.
- Understanding of communication needs to enhance agriculture undergraduate program needs including recruitment; social media or related events for student retention
- Coordinating, communicating and assisting with various tasks in preparation for special events such as agricultural professionals to conduct global research.
Desirable Qualifications
- Independent judgment in handling public inquiries pertaining to pest management.
- Familiarity with UH fiscal and personnel management systems, such as Kuali Financial Systems; SAP Concur; RCUH Operating System; E-Travel; Aim Enterprise; Enterprise Asset Management; People Soft; STAR System
- Some experience with agricultural research support.
- Demonstrated ability to handle confidential and sensitive related matters including safety incidents, legal documentation, budgets, and personnel.
TO APPLY: Click in the "Apply" button on the top right corner of the screen to complete an application and attach the required documents. If you have not applied for a position before using NeoGov, you will need to create an account.
- Cover letter indicating how you satisfy the minimum and some, if not all, desirable qualifications;
- Resume/Curriculum vitae (CV);
- Names of three (3) professional references (contact information including email address); and
- Official transcripts or original documentation from the institution confirming the degree (copies acceptable; however, official transcripts sent directly from the degree-granting institution are required upon hire).
- Any confidential data should be redacted (e.g. social security number, date of birth, etc).
- Diplomas will not be accepted.
Note: Complete applications and required document attachments must be submitted before close of vacancy. Incomplete applications will not be reviewed by the hiring committee.
Inquiries: Dr. Koon-Hui Wang, koonhui@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/