Administrative and Fiscal Support Specialist Health Academic Programs -

The University of Hawaii Kapiolani Community College Office of Vice Chancellor for Academic Affairs Health Academic Programs is seeking applications for the Administrative and Fiscal Support Specialist. This is a readvertisement and the prior advertisement was posted from November 18 2024 to December 3 2024 and February 12 2025 to March 2 2025. Please see the information about the position the duties and responsibilities the minimum and desirable qualifications and the job application attachments below:

Title: Administrative and Fiscal Support Specialist

Position Number:0097438

Hiring Unit: Office of the Vice Chancellor for Academic Affairs Health Academic Programs

Location:Kapiolani Community College

Date Posted:March 27 2025

Closing Date:April:59 PM HST

Salary:Salary Schedules and placement information

Pay Band:A

Temporary/Permanent:Permanent

Funding:General

Introduction

The function of this organizational unit is to provide support for the administration development and improvement of the instructional staff and curricula in the Instructional Programs. In addition this unit oversees the recruitment improvement and evaluation of faculty and staff; applies and administers the Universitys and Colleges rules concerning faculty and staff; curricula and budget; and coordinates the development of the curriculum program planning and academic support services.

The primary purpose of this position is to assist the Dean of Health Academic Programs in its fiscal and personnel related services to the Academic units which consists of the Health Science Nursing and Emergency Medical Service units. Building a collaborative relationship with the Colleges Business Office Human Resources Department Grants Office Departments Clerical Staff Department Chairs and Deans is of utmost importance. This position is also responsible for planning organizing and carrying out a broad range of functions requiring independent judgment and initiative to assist the Deans in the performance of administrative duties.

Duties And Responsibilities
(NOTE: ** denotes Essential Functions)

1. **Performs procurement functions including the preparation of purchase orders requisitions invitations to bid requests for proposals/quotations or proposal/bid/technical specifications.

2. **Prepares facilitates and/or processes direct payments travel requests/completions contracts stipends and other related procurement and fiscal activities.

3. **Ensures that all goods and services are purchased in compliance with Federal State and University guidelines and procedures.

4. Assists with the preparation of a variety of reports.

5. **Performs monthly reconciliation of unit department and grant expenditures; generates monthly invoices ensuring compliance with funding requirements.

6. **Prepares reports and complex documents such as quarterly reports that require specific formatting; and gathers interprets and analyzes information and report results.

7. Keeps abreast of current University policies procedures regulations directives and State and Federal statutory requirements i.e. Hawaii Revised Statutes Hawaii Administrative Rules and Federal Acquisition Regulations.

8. Maintains accurate account of the Academic departments budget information and expenditures develops financial spreadsheets and performs regular audits and reconciliations as necessary.

9. Receives training relative to policies and procedures in the fiscal arena.

10. **Monitors the Academic Departmentss budget by tracking expenses in the Universitys Kuali Financial system Research Corporation of the University of Hawaii (RCUH) financial system and SAP Concur.

11. Ensures that expenses are aligned in the program budget and comply with University policies and procedures. Makes recommendations to the Dean as necessary.

12. **Work collaboratively with the Colleges business office and grants office.

1. **Assists with developing and implementing internal workflow documents for personnel and recruitment paperwork.

2. **Manages all aspects of the recruitment process for faculty staff lecturers casual hires and student assistants to include preparation and/or review of hiring forms and personnel forms.

3. **Coordinates manages and directs flow of recruitment and personnel paperwork within the Academic units.

4. Receives training relative to policies and procedures in the personnel and recruitment arena.

5. **Works collaboratively with the Colleges office of human resources.

1. **Assists with developing and implementing metrics and information gathering to provide trendsanalysis in program areas.

2. **Works directly with departments and offices in assessing and making necessary program modifications and maintaining and enhancing program functions and features.

3. **Works collaboratively with the Office for Institutional Effectiveness to gather data that will best inform scheduling of courses retention graduation and transfer.

1. **Receives and attends training to ensure compliance with applicable laws rules policies procedures and practices especially when offered by the Human Resources office and Business office.

2. Other duties as assigned

Minimum Qualifications

• Possession of a baccalaureate degree in business administration management accounting human resources finance public administration or related field and one 1 year of progressively responsible professional experience with responsibilities for business management fiscal human resources management; or equivalent education/training or experience.

• Functional knowledge of principles practices and techniques in provision of professional administrative fiscal and program support 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 professional administrative fiscal and program support.

• Demonstrated ability to recognize problems identify possible causes and resolve the full Demonstrated ability to understand oral and written documentation write reports and procedures and communicate effectively in a variety of situations.
  

  range problems that may commonly occur in the provision of professional administrative fiscal and program support.

• 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 softwaresuch as Microsoft Word Excel Adobe Acrobat and other commonly used software.

• Demonstrated ability to prioritize and complete multiple tasks with conflicting deadlines.

• Demonstrated ability to analyze interpret and use sound logic and judgment when applying administrative policies and procedures.

• Demonstrated ability to produce work that is detail oriented accurate neat and organized and must be able to follow up on assigned tasks through satisfactory completion.

• Any equivalent combination of education and/or professional work experience which provides the required education knowledge skills and abilities as indicated.

Desirable Qualifications

• Ability to work successfully in an environment with a wide range of personalities and needs while maintaining a positive attitude.

• Experience with academic office administration management in an academic/university environment.

• Familiarity and experience with UH policies and procedures and preferably experience with UH accounting and personnel systems.

• Display strong organizational skills

INCOMPLETE APPLICATIONS WILLNOTBE CONSIDERED(Read theTo Apply section carefully)

To Apply:

Click on the Apply button on the top right corner of the screen to complete an application and attach the required documents. In addition to the Application applicants must attach the following:

1. Cover letter;

2. Resume;

3. The names and contact information (telephone number and email addresses) ofat least three professional references; and

4. Official graduate and undergraduate 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 at the time of hire. Transcripts issued outside the United States of America require a coursebycourse 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. The expense of the evaluation shall be borne by the applicant.

• Academic record/grade summaries will NOT be accepted

• Diplomas and copies will NOT be accepted

Incomplete applications willNOTbe accepted.

NOTE:

• The application will be incomplete if materials are unreadable illegible password protected missing or corrupted; therefore late or incomplete applications will not be considered. All requested documents/information become the property of Kapiolani Community College and will not be returned.

• Please do not include any selfidentifying photos and redact any references to confidential information on submitted documents (social security number date of birth etc..

• Applications lacking copies of transcripts will be reviewed based on work experience equivalency to meet minimum qualifications (MQs). All minimum qualifications must be met by the closing date.

• If you have not applied for a position before using NEOGOV you will need to create an account.

Inquiries:Kapiolani Community College Human Resources Department

The University of Hawaii 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: 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 Hawaii may be viewed at: 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 reemployment rights or priority status are responsible for informing the hiring unit of their status.

Accommodation Request: The University of Hawaii 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 casebycase basis. For further information please refer to the following link: Experience:

Unclear Seniority