Admin & Fiscal Support Specialist,T

Title: Admin & Fiscal Support Specialist

Position Number:T

Hiring Unit: Administrative Services

Location: Leeward Community College

Date Posted: November 12 2025

Closing Date: November:59 PM (HST)

Band: A

Salary: salary schedules and placement information

Full Time/Part Time: Full Time

Month: 11-month

Temporary/Permanent: Temporary

Other Conditions: temporary to 06/30/26 with the possibility of extension pending satisfactory job performance availability of funds and actual staffing requirements. To begin approximately 01/2026 pending availability of funds and actual staffing requirements.

Duties and Responsibilities

(* denotes essential functions)

1. *Under general supervision assists in the coordination of facilities use for the college as well as provides financial and procurement support for various units College events and activities.
2. *Independently performs moderately complex application of UH Research Corporation of the University of Hawaii (RCUH) UH Foundation (UHF) and application financial requirements of limited scope in procurement and purchasing involving application of standard policies regulations accepted methods and practices.
3. Analyzes develops reviews and/or administers management of purchasing involving application of standard policies regulations accepted methods and practices.
4. *Analyzes develops reviews and/or administers management or administration of procurement information to include but not limited to request for quotations SuperQuote purchase requisitions travel payments and budget reconciliation.
5. *Responsible for the procurement functions related to various campus events and activities (ex. Community-related events ceremonies etc.)
6. *Maintains manages and reconciles monthly P-Card purchases by obtaining proper approvals and maintaining receipts and other required forms.
7. *Provides information and clarification of terms conditions and procedures for room reservations and facility use. Requestors may include groups affiliated with the University of Hawaii (internal) and external renters.
8. *For external campus renters coordinates and secures required campus services (e.g. janitorial maintenance security) to ensure room configurations and requested services are provided. Responsible for submitting work order requests through the online system (e.g. AiM) for all facilities use and rental requests. For internal campus renters ensures that necessary service requests have been properly submitted.
9. *Directs and oversees set up of room and equipment as needed.
10. *Coordinates air conditioning requirements and ensures appropriate scheduling to support event operations.
11. *Works closely with requestors to ensure that renters provide all required documents or formssuch as Certificates of Insuranceto verify compliance with University of Hawaii insurance requirements.
12. *Maintains close contact with requestors to ensure facilities use agreement meets expectation of requestor. Responds to concerns verbally and/or in writing to resolve issues in a timely manner.
13. *Maintains and monitors accounts receivables and payments for facilities use and community events. Follows up with renters arranges to resolve delinquent accounts.
14. *Creates fiscal status reports for facilities use including statements of income expenditures encumbrances and balances.
15. *Maintains and frequently monitors executed memorandum of agreements (MOA) to ensure compliance with long-term facility users. Informs supervisor of upcoming terminations and prepares extension of MOA.
16. *Conducts campus facility tours to potential requestors. Serves as liaison for community event planners that use the college campus. Works with community organizations to ensure event needs are met. Work may include evening weekend and holiday hours.
17. Serves as liaison for event planners and stakeholders to plan and coordinate on- and off-campus events and activities to promote campus engagement with the community.
18. *Prepares weekly list of events for campus distribution.
19. *Maintains records of facilities use and other program operations as directed in accordance with UH and Leeward CC procedures.
20. *Compiles statistical data and prepares reports as required for campus operations including facilities use using word processing and spreadsheet software.
21. *Creates maintains and updates operational procedural manuals.
22. *Creates and modifies internal forms and workflow procedures to support program operations.
23. Manage special projects for the campus as assigned by the supervisor.
24. Other duties as assigned.

Minimum Qualifications:

1. Possession of a baccalaureate degree and one (1) year of progressively responsible professional experience with responsibilities for event coordination facilities management or business operations; 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 event coordination or facilities use management 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 contract administration facilities use agreements and/or procurement and purchasing.
4. Demonstrated ability to recognize problems identify possible causes and resolve the full range problems that may commonly occur in the area of event coordination and facilities use.
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.
8. Demonstrated ability to exercise tact and be polite and courteous. Able to work well with others to have proper business phone and email etiquette and to provide quality customer service.
9. Demonstrated ability to effectively organize and carry out multiple tasks.
10. Ability to travel for the purpose of attending meetings trainings presentations and visitations.
11. Ability to work outside of normal work hours to include evenings weekends and holidays.

Desirable Qualifications:

1. Experience with spreadsheet software.
2. Knowledge of online scheduling applications (e.g. AiM EMS).
3. Ability to maintain multiple purchasing and expenditure logs records and files.

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: