Administrative & Fiscal Support Specialist (0077360T)

Title: Admin & Fiscal Support Spec

Position Number: 0077360T

Hiring Unit: UHM LIBRARY SERVICES, UH PRESS, BUSINESS DEPARTMENT

Location: University of Hawaii at Manoa, UH Press (2840 Kolowalu Street, Honolulu, HI 96822)

Date Posted: 09/10/2026

Closing Date: 10/01/2026

Band: A

Salary : salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Temporary

Duties and Responsibilities

• *Responsible for handling all royalty processes which includes processing of semi-monthly statements and payments for author royalties, creates Excel and Disbursement Vouchers for domestic Electric Funds Transfer and foreign wires and checks. Submits the appropriate General Accounting documents to cancel checks and/or reissue upon as needed. Maintains fluent communicates with authors for the required information to update or create new author's account in both the University of Hawaii and the business department financial system for the payment process. Responsible for providing the recent statement to the authors.
• *Responsible for creating reports that records royalty rules in the contracts for the new title authors, translators, series editors, etc, to receive royalties.
• *Responsible for processing all prepaid orders (web orders, sales orders from events, walk-in or mail-in orders via check/cash).
• *Responsible for creating all proforma invoices (quotes for customers).
• *Assists various departments to process all comp orders for book honorarium, review, desk copy etc.
• *Responsible for processing returns for web-orders or prepaid orders and creating refunds via online credit card payment platform.
• *Processes Amazon payment of invoices via credit card machine (bank terminals).
• *Provides supports administrative and fiscal support for business related matters.
• Assists in organizing daily receiving checks, and delegating mails and emails to the related personnel.
• Performs customer service (answering of phone, emails, walk-in orders etc.) on a daily basis.
• Performs Batch and print (creates the files, invoices, credit memos) for end of day orders; sends to Mainland and Hawaii warehouses to process orders; emails and mails invoices to the customers.
• Assists with fiscal year-end physical inventory (Hawaii).
• Attends trainings or meetings related to the duties and responsibilities.
• Other duties as assigned.

*Denotes Essential Functions

Minimum Qualifications

Education and Professional Work Experience 

• Possession of a baccalaureate degree in business administration or related field and 1 year of progressively responsible professional experience with responsibilities for office administration; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

Knowledge, Skills and Abilities 

• Functional knowledge of principles, practices and techniques in office administration 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 office administration.
• Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the office administration.
• 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.

Supplemental Minimum Qualifications

• Demonstrated ability to work with figures, understand basic mathematical functions, and use spreadsheet programs.
• Experience entering data into a database.
• Ability to manage timelines and meet publication, delivery, or payment schedules and other work deadlines.

Desirable Qualifications

• Experience working in a publishing setting.
• Basic knowledge of book typesetting and production.
• Familiarity with both Mac and PC environments.
• Experience or working knowledge of Adobe Acrobat, especially electronic publication files.
• Familiarity with BiblioLive or comparable relational database application.
• Familiarity with University of Hawaii business operations and procedures, including Kuali.
• Working knowledge of the policies and procedures of the University of Hawaii System.

To Apply:

Click on the "Apply" button on the top right corner of the screen to complete an application and attach required documents: (1) Cover letter that addresses how the applicant meets the minimum qualifications: degree requirements, experience, knowledge, skills, and abilities, as well as the desirable qualifications; (2) resume; (3) names and contact information (telephone numbers and email addresses) of at least three professional references; and, (4) official transcript(s) showing degree and coursework to date appropriate to the position (copies of official transcripts are acceptable; however, original official transcripts will be required prior to completion of hiring). Late and/or incomplete (applications that do not include all four documents) will not be considered. All documents become the property of the school.

Note: If you have not applied for a position before using NeoGov, you will need to create an account.
 
Inquiries: Dr. Clem Guthro, University Librarian and Interim Director & Publisher, UH Press, guthroc@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. 

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/