University of Hawaii System
Administrative & Fiscal Support Specialist (#0081929)
University of Hawaii System, Honolulu, Hawaii, United States, 96814
Overview
Title: Administrative and Fiscal Support Specialist Position Number: 0081929 Hiring Unit: Information Technology Services/Office of the Vice President for Information Technology/Chief Information Officer Location: UH System Offices, Manoa Date Posted: November 2, 2025 Closing Date: November 24, 2025 Band: A Salary: salary schedules and placement information Full Time/Part Time: Full-time Temporary/Permanent: Permanent Duties and Responsibilities (denotes essential functions) Assist with administrative, personnel, program and general office support in the Office of the Vice President for Information Technology/Chief Information Officer, including but not limited to the following Provide assistance to and take direction from the Vice President/Chief Information Officer who manages and controls programs and functions, including support for other ITS divisions and special projects as directed Prepare and issue fiscal related documents, including requests for quotes, purchase requisitions and orders, travel documents, and authorizations for payment as applicable using both federal and state funding sources in compliance with federal, state, UH, RCUH, UH Foundation and funding agency policies and procedures Coordinate recruitment and provide human resources support of various Research Corporation of the University of Hawaii (RCUH) personnel for ITS related programs Plan, organize, and coordinate systemwide and external events, presentations, and projects including responsibility for communications, logistics, fiscal transactions, travel, communications, and maintaining records Maintain effective communication with staff, management and executives at both internal and external organizations as required to support ITS and University functions Monitor expenditures for compliance with Federal, State and University policies and procedures Establish, develop and maintain recordkeeping systems in support of both internal (ITS) and external programs, including ITS grant-funded programs Assist program and project managers with project administrative tasks, including coordinating meetings, status and project reports, external task coordination and communications, and presentations Coordinate operations with internal and external project groups in support of the Office of the Vice President for Information Technology and Chief Information Officer Recruit, train, evaluate and supervise administrative student employees as needed Assist with collecting, processing, and providing preliminary analyses, summaries, and reporting of data used for planning, decision making, and policy purposes Work with UH fiscal officers and agency’s Grant Management Specialists in resolving discrepancies, closeout figures and reports Other duties as assigned Minimum Qualifications
Possession of a baccalaureate degree in business administration, management or related field and 1 year(s) of progressively responsible professional experience with responsibilities for business administration 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 business 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 business administration Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of business 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 a broad range of internal and external organizations, groups, team members and individuals Demonstrated ability to operate a personal computer, apply word processing software, cloud-based systems (such as Google documents, sheets and calendars), common productivity applications and the internet Ability to multi-task and meet deadlines; flexibility to respond to multiple competing demands and priorities Ability to work a variable work schedule; and work outside normally scheduled work hours including day, night, weekend and/or holiday hours, as directed Desirable Qualifications
Experience in project coordination Familiarity with software for presentations, web content, and project management Experience working with higher education or information technology organizations Experience working with federal or state funded programs Familiarity with Kuali Financial System and RCUH Financial Portal use To Apply
Click on the "Apply" button on the top right corner of the screen to complete an application and attach required documents. Note: If you have not previously applied for a position using NeoGov, you will need to create an account. Applicants must submit the following: Cover letter to the selection committee indicating interest in the position and how the minimum and desirable qualifications are met Resume The names and contact information (telephone number and email addresses) of at least three (3) professional references Copies of educational transcripts are acceptable; however, original official transcripts will be required at time of hire. Diplomas and copies will NOT be accepted. Transcripts issued from an institution outside of the United States of America (USA) 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 Late or incomplete applications will not be considered. The application will be considered incomplete if any of the required documents/materials are not included or are unreadable. Please redact references to social security numbers and birthdate on submitted documents. Employment may be contingent on verification of credentials and other background information, including the completion of a criminal history check. Inquiries: (808) 956-9098, itsadmin@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/ 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/
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Title: Administrative and Fiscal Support Specialist Position Number: 0081929 Hiring Unit: Information Technology Services/Office of the Vice President for Information Technology/Chief Information Officer Location: UH System Offices, Manoa Date Posted: November 2, 2025 Closing Date: November 24, 2025 Band: A Salary: salary schedules and placement information Full Time/Part Time: Full-time Temporary/Permanent: Permanent Duties and Responsibilities (denotes essential functions) Assist with administrative, personnel, program and general office support in the Office of the Vice President for Information Technology/Chief Information Officer, including but not limited to the following Provide assistance to and take direction from the Vice President/Chief Information Officer who manages and controls programs and functions, including support for other ITS divisions and special projects as directed Prepare and issue fiscal related documents, including requests for quotes, purchase requisitions and orders, travel documents, and authorizations for payment as applicable using both federal and state funding sources in compliance with federal, state, UH, RCUH, UH Foundation and funding agency policies and procedures Coordinate recruitment and provide human resources support of various Research Corporation of the University of Hawaii (RCUH) personnel for ITS related programs Plan, organize, and coordinate systemwide and external events, presentations, and projects including responsibility for communications, logistics, fiscal transactions, travel, communications, and maintaining records Maintain effective communication with staff, management and executives at both internal and external organizations as required to support ITS and University functions Monitor expenditures for compliance with Federal, State and University policies and procedures Establish, develop and maintain recordkeeping systems in support of both internal (ITS) and external programs, including ITS grant-funded programs Assist program and project managers with project administrative tasks, including coordinating meetings, status and project reports, external task coordination and communications, and presentations Coordinate operations with internal and external project groups in support of the Office of the Vice President for Information Technology and Chief Information Officer Recruit, train, evaluate and supervise administrative student employees as needed Assist with collecting, processing, and providing preliminary analyses, summaries, and reporting of data used for planning, decision making, and policy purposes Work with UH fiscal officers and agency’s Grant Management Specialists in resolving discrepancies, closeout figures and reports Other duties as assigned Minimum Qualifications
Possession of a baccalaureate degree in business administration, management or related field and 1 year(s) of progressively responsible professional experience with responsibilities for business administration 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 business 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 business administration Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of business 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 a broad range of internal and external organizations, groups, team members and individuals Demonstrated ability to operate a personal computer, apply word processing software, cloud-based systems (such as Google documents, sheets and calendars), common productivity applications and the internet Ability to multi-task and meet deadlines; flexibility to respond to multiple competing demands and priorities Ability to work a variable work schedule; and work outside normally scheduled work hours including day, night, weekend and/or holiday hours, as directed Desirable Qualifications
Experience in project coordination Familiarity with software for presentations, web content, and project management Experience working with higher education or information technology organizations Experience working with federal or state funded programs Familiarity with Kuali Financial System and RCUH Financial Portal use To Apply
Click on the "Apply" button on the top right corner of the screen to complete an application and attach required documents. Note: If you have not previously applied for a position using NeoGov, you will need to create an account. Applicants must submit the following: Cover letter to the selection committee indicating interest in the position and how the minimum and desirable qualifications are met Resume The names and contact information (telephone number and email addresses) of at least three (3) professional references Copies of educational transcripts are acceptable; however, original official transcripts will be required at time of hire. Diplomas and copies will NOT be accepted. Transcripts issued from an institution outside of the United States of America (USA) 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 Late or incomplete applications will not be considered. The application will be considered incomplete if any of the required documents/materials are not included or are unreadable. Please redact references to social security numbers and birthdate on submitted documents. Employment may be contingent on verification of credentials and other background information, including the completion of a criminal history check. Inquiries: (808) 956-9098, itsadmin@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/ 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/
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