Administration & Fiscal Support Specialist (0096802T)

Title: Administrative & Fiscal Support Specialist

Position Number:T

Hiring Unit: C OF HLTH SCI & SW SCH OF MED Department of Pediatrics

Location: Kapiolani Medical Center for Women and Children

Date Posted: May 29 2025

Closing Date: June 13 2025

Band: A

Salary: salaryschedulesandplacementinformation

Full Time/Part Time: Full-time

Month: 11-month Temporary/Permanent: Temporary

Other Conditions: To begin mid-June 2025 subject to position clearance and /or funding. Position is renewable dependent upon performance and/or availability of funds.

Duties and Responsibilities

• * Assists in performing a full range of administrative fiscal and personnel duties to support the daily operations of the Department of Pediatrics.
• * Assists the Department Chair for all personnel administration and employment actions for the department such as recruitment faculty development reappointment & other employment actions as appropriate.
• * Monitors complex faculty full-time equivalent (FTE) funding and account not to exceed (NTE) dates. Prepares required documents to process appropriate FTE funding and account NTE changes and extensions in a timely manner.
• * Processes all departmental personnel administration and employment actions for the Department and faculty practice plan which includes but not limited to recruitment faculty development reappointment and leave requests.
• Provides new employee orientation and assist with onboarding documents for submittal to the JABSOM Human Resources Office or faculty practice plan.
• * Reviews and initiates travel requests and completion reports for cost and no-cost travel for University of Hawaii Manoa (UH) The Research Corporation of the University of Hawaii (RCUH) and UH Foundation accounts.
• Reviews processes and approves requisitions purchase orders and payments for UH and RCUH up to $2500.
• Ensures professional analyses interpretations & applications of UH RCUH and faculty practice plan policies & procedures are applied throughout the department.
• Prepares and reviews RCUH fiscal and personnel actions.
• * Assists in the monitoring and reviewing of the annual faculty Chair reports and evaluations.
• Review annual Conflict of Interest and Commitment forms of all faculty and staff for completeness and accuracy prior to submittal to the Dean via the John A. Burns School of Medicine (JABSOM) Human Resources Office.
• * Assists in the departmental process for non-compensated faculty including annual reappointments convening and acting as administrator for the Departmental Clinical Faculty Review Committee; processing of new appointments promotions and terminations.
• * Audits all personnel actions to insure accurate appropriate and completion in a timely manner to meet required payroll and processing deadlines.
• Assists in the preparation of immigration petitions for prospective international faculty and staff.
• * Assists in departmental recruitments to insure accuracy and compliance with all University policies and procedures and federal and state laws.
• * Assists in the process for faculty Promotion & Tenure (P&T) which include coordinating & advising faculty on dossier preparation ensuring that all JABSOM & UH Manoa guidelines are met & acts as the administrator for the Department Personnel Committee (DPC).
• * Assist in the coordination of the Continuing Medical Education (CME) activities sponsored by the department including support of the departmental CME application to Hawaii Pacific Health (HPH) CME.
• * Participate in the departmental CME Committee meetings and help faculty in obtaining their CME credits by providing guidance for appropriate paperwork.
• Advises faculty and staffon personnel matters by referencing UH policies and procedures collective bargaining agreements and other printed material.
• Serves as primary liaison between Department JABSOM Administration/Deans Office affiliated institutions and agencies and works collaboratively to achieve solutions.
• * Supervisesandtrainsclerical andstudentassistantstaff.
• Provides assistance in completing professional liability applications for new hires including verification of past carriers and claims history distribution of certificates of insurances annually and assists with terminations.
• Anticipates recognizes & resolves problems relating to the coordination of key management operational planning forums/meetings for the Department.
• Coordinates space allocations and procures electrical and other repairs and equipment.
• Other duties as assigned.

(*Denotes essential duties)

• Possession of a baccalaureate degree in Business Administration Human Resources or related field and 0 year(s) of progressively responsible professional experience with responsibilities for administrative support; 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 business in the area of administration and/or human resources 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 and/or human resources 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 and/or human resources.
• 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 Microsoft Excel and Word.

• Demonstrated ability to multi-task in a fast-pace working environment.

• Knowledge of UH and RCUH policies and procedures.
• Knowledge of faculty practice plans in a higher education setting.

To Apply:

Click on the Apply button on the top right corner of the screen to complete an application and attach all the required documents listed below:

• Cover letter indicating how you satisfy the minimum and desirable qualifications
• CV
• Names and contact information of three (3) professional references
• Official transcripts confirming degree completion (copies acceptable; however official transcripts sent directly from the degree granting institution required upon hire)

Inquiries: Venkataraman Balaraman M.B.B.S. Interim Department Chair Department of Pediatrics or

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 re-employment 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 case-by-case basis. For further information please refer to the following link: