Admin Fiscal Support SpecialistT

Title: Admin & Fiscal Support Spec (HICFA Fiscal Support Specialist)

Position Number: 0097495T

Hiring Unit: C OF HLTH SCI & SW SCH OF MED MEDICINE DEPT HAWAII CENTER FOR AIDS RESEARCH (HICFA)

Location: UH at Manoa

Date Posted: April 4 2025

Closing Date:April 21 2025 at 11:59 PM

Band: A

Salary: salary schedules and placement information

Full Time/Part Time: Fulltime

Month: 11month

Temporary/Permanent: Temporary

Duties and Responsibilities

1. *Serves as an Administrative & Fiscal Support Specialist for the Hawaii Center for AIDS (HICFA).

2. Assists with creating budgets for new awards/accounts and ensures accurate maintenance of budgets revenues receivables indirect cost returns and advances in compliance with applicable laws regulations sponsor requirements policies and procedures.

3. *Assists with developing and maintaining a fiscal reporting/tracking system to monitor monthly budgetary needs and expenditures. Assists with forecasting fiscal needs/commitments; assists with developing longterm planning documents; collaborates with the Principal Investigator (PI) on allocation of programmatic resources and budgetary issues. Assists with managing salary distribution of HICFA personnel to various accounts factoring in their actual contribution to studies supported by these accounts Human resources deadlines and policies and project periods.

4. *Assists in grant submissions initiated by or involving HICFA faculty; tracks grant deadlines develops and compiles grantrelated documents; creates budgets arranges for subcontracts compiles and inputs data into the migrant system and National Institutes of Health (NIH) assists and shepherds the grant submission through the University of Hawaii (UH) system. Communicates and works closely with other John A. Burns School of Medicine (JABSOM)/UH departments the JABSOM PreAward Office and the UH Manoa (UHM) Office of Research Services (ORS).

5. Assists in managing required documents and their deadlines for grant maintenance and submissions (ex. curriculum vitae certifications licenses trainings institutional review board approvals).

6. *Serves as the point of contact for HICFA for clinical trial/research contract negotiations between various entities including pharmaceutical companies and UH; monitors the status of contract negotiations and helps to facilitate the timely of the contracts.

7. *Assists in performing various reconciliations from online systems reports with internal records and/or the Universitys financial systems. Resolves discrepancies and provides recommendations for improvement.

8. *Files reports and assists with audits and other fiscal matters required by funding agencies.

9. Assists in the preparation and processing of purchasing requests for any purchases reimbursements payment requests in compliance with applicable laws policies procedures rules and regulations.

10. Assists in reviewing and preparing travel requests travel completions and travel reimbursements for employees and nonemployees in accordance with UH policies and procedures.

11. Assists in the departments pCard program using the University tracking system. Process petty cash establishments returns reconciliations and changes with Research Corporation of the University of Hawaii (RCUH) or UH financial systems.

12. Assists with RCUH UH and University of Hawaii Foundation (UHF) accounting fiscal/financial and procurement matters as needed for grant projects.

13. Assists with managing and keeping inventory of program supplies equipment electronics and software. Assists with annual program inventory reports as well as making changes to inventory following UH policies and procedures.

14. Assists in opening closing and managing online vendor accounts.

15. Assists and/or lead the planning and coordination of all logistical and fiscal aspects of program meetings conferences presentations and other events.

16. Other duties as assigned.

*Denotes Essential Functions

Minimum Qualifications

• Possession of a baccalaureate degree in Business Administration Accounting Finance or related field and 2 year(s) of progressively responsible professional experience with responsibilities for accounting auditing finance 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 the area of accounting and/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 office management and/or business administration.

• Demonstrated ability to recognize problems identify possible causes and resolve the full range of problems that may commonly occur in the area of accounting and/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 apply word processing software and various software applications including but not limited to Microsoft Word Excel and Adobe PDF.

• Must be able to multitask under multiple deadlines in a fastpaced environment.

Desirable Qualifications

• Familiarity with fiscal policies and procedures of the University of Hawaii.

• Familiarity with UH (Kuali eTravel etc. RCUH and/or UHF Financial systems.

• Familiarity with UH ORS myGRANT.

• Experience in accounts payable and procurement.

To Apply:

Click on the Apply button on the top right corner of the screen to complete an application and attach the required documents by the closing date:

• a cover letter indicating how you satisfy the minimum and desirable qualifications

• current resume

• official transcripts confirming degree completion (copies acceptable; however official transcripts sent directly from the degree granting institution required upon hire)

• Three 3 professional references (complete with contact information including email address)

The application will be considered incomplete if materials are unreadable. Late or incomplete applications will not be considered. Note: If you have not applied for a position before using NEOGOV you will need to create an account.

Inquiries:

Nic Estrella:;

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.

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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: