Administrative and Fiscal Support Specialist /Operations Coordinator (0081709)

Title: Administrative and Fiscal Specialist (PBA) or (Operations Coordinator PBB)

Position Number:

Hiring Unit: Administration Auxil Ent Campus Security

Location: UH at Manoa

Date Posted: June 12 2025

Closing Date: June 27 2025

Band: A or B

Salary :salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Permanent

Other Conditions: Pending position classification. Multi-level recruitment. See application instructions.

Duties & Responsibilities (Band A)

*(Denotes essential functions)

1. **Provides administrative and fiscal support for the UH Manoa Department of Public Safety office.
2. **Performs procurement functions including the preparation of purchase orders requisitions invitations to bid requests for proposals/quotations or proposal/bid/technical specifications.
3. **Provides assistance in financial accounting budget management payroll administration contract administration and travel.
4. **Assists with reviewing and maintaining accuracy of on-line leave system.
5. **Assists with conducting fact finding investigations and preparing reports.
6. **Reviews and ensures the appropriateness and correctness of various fiscal and payroll documents and processes for payment.
7. **Assists with updating and revising policies and procedures to ensure compliance with departmental standards university policies and procedures and federal and state rules and regulations.
8. **Assists with the preparation of a variety of administrative and fiscal reports.
9. Provides limited technical advice to management and staff.
10. Assists with coordinating events meetings and interviews; may participate in selection committees.
11. Ensures that all goods and services are purchased in compliance with Federal State and University guidelines and procedures.
12. Assists with the preparation of contracts and budgets.
13. Assists with the verification of compliance with contract and agreement terms and conditions.
14. Assists in the maintenance scheduling and conduct of inventory of instruments equipment and/or supplies.
15. Trains and supervises Student Assistants and assists with supervision of other clerical staff.
16. Performs other related project administration support duties as required.
17. **Serves as the department parking coordinator.
18. Assists employees with completing new hire paperwork.
19. Assists department staff with e-travel requests and follows through to completion.
20. Other duties as assigned

Duties & Responsibilities (Band B)

*(Denotes essential functions)

1. ** Provides administrative and fiscal support for the UH Manoa Department of Public Safety office.
2. ** Performs procurement functions including the preparation and review of purchase orders requisitions invitations to bid requests for proposals/quotations or proposal/bid/technical specifications.
3. ** Provides assistance in financial accounting budget management payroll administration contract and grant administration and travel.
4. ** Monitors reviews and maintain accuracy of on-line leave system.
5. ** Conducts fact finding investigations and prepares reports.
6. ** Reviews and ensures the appropriateness and correctness of various fiscal and payroll documents and processes for payment.
7. ** Recommends updates and revisions of policies and procedures to ensure compliance with departmental standards university policies and procedures and federal and state rules and regulations.
8. ** Prepares and reviews a variety of administrative and fiscal reports.
9. **Serves as the DPS records management coordinator which includes but is not limited to maintenance of records in accordance with State of Hawaii records management procedures and annual reporting.
10. **Manages and maintains campus emergency contact listings daily report of closures construction and facility notices that affect operations for the DPS Communication Center.
11. **Prepares and recommends ways to increase efficiency and effectiveness for administrative tasks records management communication center operations and/or other projects as assigned.
12. **Coordinates events meetings and interviews.
13. May participate in selection committees.
14. **Ensures that all goods and services are purchased in compliance with Federal State and University guidelines and procedures.
15. Prepares and reviews budgets.
16. **Assists with the verification of compliance with contract and agreement terms and conditions.
17. Assists in the maintenance scheduling and conduct and maintains an inventory of instruments equipment and/or supplies.
18. Trains and supervises Student Assistants and assists with supervision of other clerical staff.
19. Performs other related project administration support duties as required.
20. ** Serves as the department parking coordinator.
21. **Assists employees with completing new hire paperwork and other administrative on-boarding requirements.
22. Prepares and reviews documents for department staff with e-travel requests and follows through to completion.
23. Travel may be required to attend meetings training and other activities.
24. May be required to work beyond normal hours including evenings weekends and/or holidays.
25. Other Duties As Assigned

1. Possession of a baccalaureate degree in Business Administration Public Administration or related filed 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.
2. Functional knowledge of principles practices and techniques in the are of business administration demonstrated by knowledge understanding and ability to apply concepts terminology.
3. Functional knowledge and understanding of principles theories federal and state laws rules regulations and systems associated with business administration.
4. Demonstrated ability to recognize problems identify possible causes and resolve the full range problems that may commonly occur in the management of support services.
5. Demonstrated ability to understand oral and written documentation write reports and procedures and communicate effectively in a variety of situations.
6. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations groups team members and individuals.
7. Demonstrated ability to operate a personal computer and apply word processing software and spreadsheets.
8. Ability to travel for purposes of attending meetings training and other activities.
9. Ability to work beyond normal hours including evenings weekends and holidays.

1. Possession of a baccalaureate degree in business administration public administration or related field and 3 years 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.
2. Considerable working knowledge of principles practices and techniques in the area of business administration as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts principles and methodologies.
3. Considerable working knowledge and understanding of applicable federal and state laws rules regulations and theories and systems associated with business administration.
4. Demonstrated ability to resolve wide ranging complex problems through the use of creative reasoning and logic to accurately determine the cause of the problems and the resolution of the problems in an effective innovative and timely manner.
5. Demonstrated ability to interpret and present information and ideas clearly and accurately in writing verbally and by preparation of reports and other materials.
6. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations groups team leaders and members and individuals.
7. Demonstrated ability to operate a personal computer apply word processing software and spreadsheets.
8. Ability to travel for purposes of attending meetings training and other activities.
9. Ability to work beyond normal hours including evenings weekends and holidays.

Desirable Qualifications (Band A)

1. Knowledge of University administrative and fiscal procedures.

Desirable Qualifications (Band B)

1. Knowledge of University administrative and fiscal procedures.

To Apply:

Note: If you have not applied for a position before using NeoGov you will need to create an account. Click on the Apply button on the top right corner of the screen to complete an application and attach required documents by the closing date:

1. Cover letter indicating your interest in the position either at the Band A or Band B level and how you meet the minimum and desirable qualifications;

2. Resume;

3. Names and contact information (telephone number and email addresses) of three (3) professional references preferably within a supervisory capacity; and

4. Copy of your official educational transcript(s). (Official transcripts will be required if selected to fill the position.)

Note: If multiple applications are received from the same candidate only the last one will be reviewed. Please do not include any self-identifying photos and PLEASE REDACT REFERENCES TO SOCIAL SECURITY NUMBERS AND BIRTH DATE ON TRANSCRIPT COPIES. All items become the property of the University of Hawaii Office of Campus Services and will not be returned.

Inquiries: Campus Services Human Resources Office; ;

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: