What are the responsibilities and job description for the Administrative Support position at University of Hawaii?
Description
Title: Administrative Support (Admin & Fiscal Support Spec)
Position Number: 0096939
Hiring Unit: Administrative Services Director’s Office
Location: Leeward Community College
Date Posted: January 5, 2026
Closing Date: January 16, 2026, 11:59 PM, HST
Band: A
Salary : salary schedules and placement information
Additional Salary Info: PBA; minimum $4,458/month
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Permanent
Other Conditions: General funds, to begin approximately 02/26 pending availability of funds and actual staffing requirements.
Duties and Responsibilities
(* essential functions)
Responsible for the timely and accurate input of all timesheets and payroll into the Timesheet and Payment System (TAPS) for Casual and Overload appointments. Ensures that accounts and amounts are in accordance with personnel documents. Resolves discrepancies and prepares payroll adjustments and corrections via Salary Transfers when needed.- Responsible for the timely and accurate approval and oversight of all payments for the Student Employment (SECE) timesheets. Resolves discrepancies and prepares payroll adjustments and corrections via Salary Transfers when needed.
- Responsible for the timely review and audit of all travel documents in accordance with university, state and federal policies and collective bargaining agreements. Coordinates the timely disbursement of travel allowances and reimbursements.
- Reviews, audits and reconciles purchasing card transactions in a timely manner.
- Assists with the accounts held at the University of Hawaii Foundation (UHF).
- Assists with Accounts Payable for the college. Follow up with vendors, departmental staff, campus administrators and University personnel as necessary to ensure timely and proper payment authorization.
- Assists with Accounts Receivables for the college. Follows up on late payments; makes adjusting entries as necessary; implements process for write off of uncollectible accounts.
- Assists in the oversight of the Revenue Generating and Financially Self-Sustaining programs and activities.
- Assists in the oversight and maintenance of the RCUH and Kuali Financial System (KFS) access for Leeward Community College.
- Ensures that all payments are reconciled properly to the RCUH and KFS. Make adjusting entries as necessary.
- Determines necessary action required in a rush payment situation and approves appropriately.
- Responsible for the accurate filing of all fiscal documents.
- Recommends changes in internal policies to ensure effectiveness & efficiency in operations.
- Conducts training sessions for faculty and staff on campus whenever changes are made in policies and/or procedures.
- Fields questions independently on payroll and travel matters, seeking guidance from supervisor only on unusual, complex, or sensitive situations.
- Works in conjunction with the Fiscal Specialist to assist campus administrators, University officials, and outside vendors to resolve problem situations.
- Assists with the Capital and Non-Capital Asset Inventory to ensure all campus equipment is properly recorded and accounted for. Resolves discrepancies as necessary.
- Hires, supervises and trains student employees as required.
- Other duties as assigned
Minimum Qualifications
- Possession of a baccalaureate degree in business administration, public administration or related field and 1 year of progressively responsible professional experience with responsibilities for accounting or business 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 accounting or business 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 accounting or business management.
- Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in financial accounting or business 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.
- Demonstrated understanding and experience with financial systems.
- Demonstrated experience with spreadsheets.
- Demonstrated ability to manage work priorities and projects.
Desirable Qualifications
- Prior university experience in financial management.
- Knowledge of State, University and Federal administrative policies and procedures.
- Knowledge of Kuali Financial System (KFS).
- Knowledge of inventory systems.
Application Submission: :
1. Cover letter explaining how you meet the minimum and desirable qualifications,
2. Resume,
3. Graduate and undergraduate transcript(s) showing the name of institution, degree conferred and coursework to date appropriate to the position (Copies of official transcripts are acceptable; however, original official transcripts will be required at the time of hire. Diplomas and copies will NOT be accepted). All degree(s) and/or credit(s) must be earned from regionally or nationally accredited postsecondary colleges and universities recognized by the U.S. Secretary of Education. Transcripts issued from an institution outside the United States of America require a course-by-course analysis with an equivalency statement from an agency having membership with the National Association of Credential Evaluation Services, Inc., verifying the degree equivalency to that of an accredited institution within the USA. Expense of the evaluation shall be borne by the applicant.)
NOTE: Transcripts must be attached to receive credit for degree(s).
Separate documents and application materials must be submitted for each position. Late or incomplete applications will not be considered. If multiple applications are received from the same candidate, only the last one will be reviewed. The application will be considered incomplete if any of the required documents/materials are not included or are unreadable. Applications lacking transcripts will be reviewed on work experience equivalency to meet minimum qualifications (MQs). MQs must be met by the closing date of the advertisement. Please REDACT references to social security numbers and birthdate on submitted documents. All requested documents/information become the property of Leeward Community College and will not be returned.
If you have not applied for a position before using NEOGOV, you will need to create an account.
Inquiries:
Leeward Community College
Human Resources Office
808-455-0326
lcchr@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/
Salary : $4,458