Admin & Fiscal Support Specialist (pos #0097570T)

Title: Admin & Fiscal Support Specialist

Position Number:T

Hiring Unit: Academic Affairs UHH Research Office

Location: UH Hilo

Date Posted: January 9 2025

Closing Date: January 26 2026

Band: A

Salary :salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Temporary

Position Overview

The University of Hawaii at Hilo (UH Hilo) is a public liberal arts and sciences university on the

Island of Hawaii recognized for its integration of cultural immersion and place-based research

that leverages the islands extraordinary geological biological and cultural diversity. A

comprehensive regional campus within the ten-campus University of Hawaii system UH Hilo

offers high-quality undergraduate and select postgraduate education with distinctive strengths

in areas such as marine science geology astronomy and Hawaiian language revitalization

while advancing research scholarship and creative activity that support community needs

environmental stewardship Indigenous knowledge systems and workforce development

priorities for the State of Hawaii.

The Office of the Vice Chancellor for Academic Affairs (VCAA) provides academic leadership

and administrative oversight for the universitys instructional research and academic support

units. Within the VCAA portfolio the UH Hilo Research Office supports faculty staff and

students in the development administration and stewardship of externally funded research and

scholarly activity ensuring compliance with University of Hawaii RCUH state federal and

sponsor requirements.

The Administrative & Fiscal Support Specialist position serves a critical support role within the

UH Hilo Research Office providing day-to-day administrative fiscal and operational assistance

essential to the effective management of the campus research enterprise. This position

supports research operations through pre-audit of travel and procurement documents

equipment and asset inventory document and records management and coordination of grant-

related administrative activities. The role works closely with research administrators fiscal

specialists principal investigators and campus partners to ensure accurate processing

regulatory compliance and efficient workflows that enable faculty and students to focus on

research scholarship and creative activity.

Other Conditions: Appointment to begin approximately February 2026 pending position clearance and availability of funds. Temporary position renewal contingent upon satisfactory work performance availability of funds and program needs.

Duties and Responsibilities (*denotes essential functions)

1. *Responsible for performing a wide variety of administrative fiscal and personnel duties to support UH Hilo Research Office.
2. *Provides fiscal and administrative support functions with respect to travel procurement equipment inventory contracts and grant administration and personnel.
3. *Reviews and audits fiscal documents for compliance with applicable UH RCUH UH Foundation state federal contract rules & regulations and processing requirements.
4. *Maintains internal accounting records and performs reconciliation functions to monitor the accuracy timeliness and completeness of fiscal documents processed in UH and RCUH accounting systems.
5. *Assists fiscal specialists in the monitoring and maintaining of budgets preparing internal budget reports and financial data analyses.
6. *Oversees and maintains UH Hilo Research Office document management system utilizing electronic database archival files scanning equipment and paperless document files.
7. *Oversees daily receiving and routing of incoming mail and shipments and scheduling of pickup of outgoing documents.
8. *Provides administrative support by being the point of contact for phone calls maintaining an electronic calendar and deposits.
9. *Assists with the annual equipment inventory of assets for extramural awards.
10. Other duties as assigned.

Minimum Qualifications

1. Possession of a baccalaureate degree in Accounting or Business Administration or related field and 1 year 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 area of fiscal administrative and technical support 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 accounting or business administration.

4. Demonstrated ability to recognize problems identify possible causes and resolve the full range problems that may commonly occur in the area of accounting or business administration.

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 apply word processing software.

8. Demonstrated ability to produce work that is detail oriented and accurate.

9. Working knowledge and experience using software such as MS Office Suite (Word Excel etc.) Adobe Acrobat and other commonly used business application software.

10. Demonstrated ability to prioritize and organize workload to meet scheduled deadlines

1. Knowledge of UH and RCUH policies and procedures and web-based systems such as Kuali Financial System (KFS) PeopleSoft SAP Concur CommercePoint Inc.

2. Experience in an educational institution non-profit organization and/or government entity.

3. Knowledge of issues relating to research and grants academic curriculum and/or student services.

Transcripts issued from an institution outside the United States of America require a course-by-course analysis with an equivalency statement from an agency having membership with the National Association of Credential Evaluation Services Inc. verifying the degree equivalency to that of an accredited institution within the USA. Expense of the evaluation shall be borne by the applicant. Copies of diplomas will not be accepted.

Please do not include any self-identifying photos. Please redact references to Social Security numbers and birthdates from transcript copies. All requested documents/information become the property of the University of Hawaii at Hilo. Failure to submit all required documents shall deem an application to be incomplete. Incomplete applications will not be considered.

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Inquiries: Nozomi Kanoho

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: