Admin & Fiscal Support Specialist (0096970T)

Title: Admin & Fiscal Support Specialist
Position Number:T
Hiring Unit: C OF HLTH SCI & SW SCH OF MED DEPARTMENT OF PSYCHIATRY
Location: Queens Medical Center
Date Posted: November 19 2025
Closing Date: December 4 2025
Band: A
Salary: salary schedules and placement information
Full/Part Time: Full-Time
Month: 11-month
Regular/Temporary: Temporary

Other Conditions:
Temporary full-time subject to position clearance and availability of funds. Position is annually renewable depending on performance and/or funding availability.

Duties and Responsibilities

1. *Provides administrative fiscal research and educational support activities.
2. *Performs procurement and fiscal actions including the preparation of purchase orders requisitions invitations to bid processes travel requests p-card reallocation requests for proposals/quotations or proposal/bid/technical specifications. Reviews and ensures the appropriateness and correctness of travel documents and processes for payment.
3. *Assist in personnel actions such as recruitment onboarding and tracking of training and certification compliance including for community providers/faculty non-compensated/volunteers.
4. *Maintain accurate account of project budget information and expenditures generate financial report spreadsheets as necessary.
5. *Perform monthly reconciliation of project expenditures; generate monthly invoices ensuring compliance with funding agencys requirements.
6. Assist in processing and pursing grant and contracts.
7. *Ensures that all goods and services are purchased in compliance with Federal State and University guidelines and procedures.
8. Assists with the preparation of a variety of reports.
9. Anticipates recognizes & resolves problems relating to the coordination of key management operational planning forums/meetings for the Department.
10. *Prepare and edit reports agendas letters and complex documents such as quarterly reports that require specific formatting; and gather interpret and analyze information.
11. Work with multiple agencies and affiliated partners at various locations.
12. Supervision of staff student hires and/or volunteers as needed.
13. Provides general office support in establishing and maintaining files records and documents; answers general inquiries.
14. *Coordinates continuing medical education (CME) activities as directed.
15. *Coordinates meetings/schedules and takes minutes.
16. Performs other duties as assigned

• Possession of baccalaureate degree in administration business education healthcare or related field and 1 year of progressively responsible professional experience with responsibilities for business administration (e.g. budget fiscal personnel etc.) educational administration research administration and/or similar; 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 the area of business administration (e.g. budget fiscal personnel etc.) educational administration research administration and/or similar 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 (e.g. budget fiscal personnel etc.) educational administration research administration and/or similar.
• Demonstrated ability to recognize problems identify possible causes and resolve the full range problems that may commonly occur in the area(s) of business administration (e.g. budget fiscal personnel etc.) educational administration research administration and/or similar.
• 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.
• Working experience with any current or previous university financial or HR system or similar.
• Ability to learn and apply guidelines policies and procedures.
• Demonstrated ability to multi-task; assess situations to prioritize tasks based on importance and deadlines.
• Ability to travel independently in a timely and efficient manner to various locations.
  
  

• Working knowledge of principles practices and techniques in the field of business human resources and/or fiscal demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts principles and methodologies.
• 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.
• Experience meeting requirements for multiple projects with multiple deadlines which included effective organization coordination implementation and communication.
• Experience working in human resources or business-related field performing administrative actions.
• Experience and working knowledge of the University of Hawaii (UH) and the Research Corporation of the University of Hawaii (RCUH) fiscal and human resources policies and procedures.
• Working experience with the Universitys electronic systems including but not limited to Kuali Financial System (KFS) RCUH Financial Portal and Jasper Reporting Server (JRS).
• Experience using the UH myGRANT system.
  
  

• 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);
• Three (3) professional references (complete with contact information including e-mail address)

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: