Admin & Fiscal Support Specialist (0097209)

Title: Admin & Fiscal Support Spec
Position Number:0097209
Hiring Unit:C OF TA & HR ASSOC DEANS-RESEARCH ASSOC DEANS-RESEARCH
Location: UH at Manoa
Date Posted:08/21/2025
Closing Date: 09/05/2025 11:59 PM HST
Band: A
Salary: salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Permanent

Duties and Responsibilities

1. *Serves as the Administrative Professional Technical position (APT) to the Associate Dean for Research for the College of Tropical Agriculture and Human Resources (CTAHR)

2. *Responsible for the administrative duties for the Office of the Associate Dean for Research by acting expediently promptly and collaboratively within a framework of established policies procedures and work expectations

3. *Implements and arranges daily scheduling for the Associate Dean for Research considering the urgency of business and work schedule

4. *Coordinates and manages meetings for the Associate Dean for Research including making all necessary arrangements for meetings appointments speaking engagements and conferences with university officials administration faculty and stakeholders. Ensures that all pertinent information and other requirements needed by the Associate Dean for Research to conduct these events are available

5. *Coordinates budget reports and other documents essential to the Office of the Associate Dean for Research

6. *Coordinates the competitive grant and contract application process for extramural awards totaling $25M-45M per year

7. *Provides oversight for project implementation and reporting responsibilities

8. *Manages non-competitive awards totaling $2M-3M from federal state and foundation sponsors for internal distribution to support research by CTAHR

9. *Oversees the Memorandum of Understanding (MOU) process for national and international agreements that CTAHRs faculty staff and administration enter in

10. *Assists the Associate Dean for Research Office staff in coordinating events by following university procedures and policies and completing all necessary forms and documents

11. *Prepares periodic and statistical reports for the Associate Dean for Research that might involve compiling data from several sources and working out details for their presentation

12. *Prepares travel documents for staff and procuring materials for recruitment and retention events following university procedures and policies and completing all necessary forms and documents

13. *Processes financial transactions through KFS Concur RCUH Financial Portal eTravel and UHF financial systems and maintains accurate records of UH RCUH and UH Foundation budget and expenditure reports

14. *Prioritizes work to ensure deadlines are met which may involve disseminating information to department secretaries and informing them of deadlines for submitting data for reports

15. *Coordinates the distribution of incoming and outgoing correspondences reports and other materials among CTAHR Administration including but not limited to determining whether supporting data are essential and complete before distributing the correspondences and checking for grammatical and formatting edits

16. *Composes memos and memoranda for understanding/agreements and other related documents for the Office of the Associate Dean for Research

17. *Works to provide pertinent background information which call for the attention of the Associate Dean for Research on matters requiring immediate attention. Handles telephone email written requests and routine correspondence including replies that do not require the Associate Dean for Researchs attention promptly

18. *Maintains up-to-date files of all correspondence covering a wide range of subject matter including files of all academic and related policies procedures programs correspondence reports and records essential to the Associate Dean for Researchs Office electronically and via hard copy. Scans and archives materials as needed

19. Represents CTAHRs Associate Dean for Research Office by responding to general inquiries about CTAHR and their academic program inquiries via in-person visits telephone and email and making referrals when necessary

20. Trains and supervise student assistants as needed

21. Other duties as required

* Denotes essential functions

Minimum Qualifications

1. Possession of a baccalaureate degree in business liberal arts communications or related field from an accredited college and 1 (one) year of progressively responsible professional experience with responsibilities for business agriculture sciences research or related field; 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 area of business management demonstrated by learning understanding and applying concepts and terminology.

3. Functional knowledge and understanding of principles theories federal and state laws rules regulations and systems associated with business management.

4. Demonstrated ability to recognize problems identify possible causes and resolve the issues that may commonly occur in the area of administration.

5. Demonstrated understanding of oral and written documentation writing reports and procedures and communicating effectively in various situations.

6. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations groups team members and individuals including prospective students and their families.

7. Demonstrated ability to operate a personal computer and apply word processing spreadsheet and presentation software.

8. Familiarity with Microsoft Office Adobe and Google applications.

Desirable Qualifications

1. Demonstrated knowledge and experience working at the University of Hawaii Manoa.

2. Familiarity and experience in CTAHR programs.

3. Knowledge and experience in using Salesforce Pardot Canva and Microsoft Office.

4. Knowledge and experience with UH fiscal systems such as Concur KFS and RCUH financial.

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) and
• names and contact information (including email addresses) of at least 3 professional references.

Note: If you have not applied for a position before using NeoGov you will need to create an account

Inquiries: Kevin Olival;

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 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: