Administrative & Fiscal Support Specialist (0081508T)
Administrative & Fiscal Support Specialist (0081508T)
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Job Description
Description
Title: Administrative & Fiscal Support Specialist
Position Number:T
Hiring Unit: School of Medicine Department of Native Hawaiian Health
Location: Kakaako (Honolulu)
Date Posted: 08/22/2025
Closing Date: 09/08/2025 (11:59 pm HST)
Salary: Salary schedules and placement information
Additional Salary Information: PBA minimum $4458/month
Full Time/Part Time: Full-time
Temporary/Permanent: Temporary
Funding: Tuition
Other Conditions: Start of employment to begin approximately October 2025 or as mutually acceptable; subject to position clearance; annually renewable depending on performance and funding.
Duties and Responsibilities:
- *Assists in performing a full range of administrative fiscal and personnel duties to support the daily operations of the Department of Native Hawaiian Health (DNHH).
- *Assists Chair with all personnel administration and employment actions for the department such as recruitment hiring and orientation faculty development reappointment & other employment actions as appropriate.
- *Ensures the successful completion of all recruitment and hiring of Faculty (compensated and non-compensated) Staff Graduate Assistants and Students through UH and the Research Corporation of the University of Hawaii (RCUH).
- *Ensures all personnel actions are accurate appropriate for submittal to the JABSOM and RCUH Human Resources Offices and completed in a timely manner to meet required payroll and processing deadlines.
- Submit RCUH payroll timesheets in a timely and accurate manner.
- Assists the Chair with the facilitation coordination and processing of all Tenure & Promotion guidelines faculty contract renewals Annual Conflict of Interest forms and faculty and staff evaluations. Ensures all deadlines are met.
- *Communicates UH RCUH UH Foundation policies to ensure effective operation of the Department.
- *Implements administrative and operational policies procedures & guidelines as they pertain to the Department University affiliated institutions and sponsoring agencies.
- *Resolves issues in accordance w/University policies/procedures state & federal rules & regulations.
- Coordinates and manages space allocation policies procedures and maintenance coordination for the Department in collaboration with the Director of Business Administration (DOBA) and Chair.
- *Serves as DNHH primary liaison between departmental divisions JABSOM Administration/Deans Office affiliated institutions and agencies and works collaboratively to achieve solutions.
- *Coordinates & monitors visiting scholar programs which include initiating and negotiating Memorandum of Agreements initiating/processing HR paperwork through UH and arranging workspace and IT access.
- *Coordinates & executes community outreach and Department events which include establishing and monitoring an event budget negotiating rental contracts contacting and coordinating vendors and obtaining payments from vendors.
- Creates edits and disseminates Department communications via multiple platforms including department website and newsletter formats to appropriate parties.
- Assists the Chair and DOBA with scheduling processing travel for students staff and faculty and processing timesheets.
- Assists in fundraising activities by ensuring compliance with applicable policies procedures and laws as well as on-site coordination of possible fundraising events.
- *Reviews initiates and processes travel requests and completion reports for cost and no-cost travel as well as requisitions purchase orders and various payment documents through UH RCUH and UH Foundation financial systems.
- Processes requests for proprietary sole source purchases or request for quotations in compliance with applicable laws policies procedures rules and regulations.
- * Monitors receipt of time sensitive reports such as Pcard transaction logs. Reviews analyzes and reconciles information reported.
- Develops and maintains inventory lists for Departmental controlled property and equipment valued under $1000; works with JABSOM Inventory coordinator for annual department inventory updates.
- Supervises student assistants.
- Responsible for the coordination of operational meetings by providing administrative support disseminating materials and vendor arrangement.
- Other Duties As Assigned.
*Denotes Essential Functions
Minimum Qualifications:
- 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 business administration and/or human resources administration; 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 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/grant administration and/or human resources.
- Demonstrated ability to recognize problems identify possible causes and resolve the full range problems that may commonly occur in the area of business/grant administration and/or human resources.
- Demonstrated ability to understand oral and written documentation write reports and procedures and communicate effectively verbally 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.
- Experience with Microsoft Excel and Word PowerPoint.
- Demonstrated ability to multi-task in a fast-pace working environment.
Desirable Qualifications:
- Familiar with Native Hawaiian healthcare cultural practices and customs.
- Knowledge of UH KFS RCUH eTravel and UH Foundation financial systems.
- Working knowledge of University HR policies and procedures for students staff and faculty.
- Working knowledge of RCUH policies and procedures related to recruitment and hiring.
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. Documents include:
- Official transcripts (copies are accepted; however original official transcripts will be required at the time of hire)
- Cover letter explaining how you meet the minimum and desirable qualifications
- Resume
- Names and contact information of 3 professional references.
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: Celeste Wong
EEO Clery Act ADA
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:
Required Experience:
Unclear Seniority
Employment Type
Full-Time
