Admin & Fiscal Support Specialist (0078720, CTAHRASAO)

Honolulu, HI - USA

Monthly Salary: Not Disclosed

Posted on: Yesterday

Vacancies: 1 Vacancy

Job Summary

Description

Title: Admin & Fiscal Support Specialist

Position Number:

Hiring Unit: College of Tropical Agriculture & Human Resilience (CTAHR) Office of the Associate Dean of Academic and Student Affairs

Location: University of Hawaii Honolulu HI

Date Posted: March 10 2026

Closing Date: April:59PM HST.

Band: A

Salary : salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Permanent

Other Conditions: All application materials should be submitted by April:59PM HST. Complete applications and required document attachments must be submitted before close of vacancy. Incomplete applications will not be reviewed by the hiring committee. Please see application instructions.

Duties and Responsibilities

*Relieves the Associate Dean of administrative duties by acting expediently promptly and collaboratively within a framework of established policies procedures and work expectations.
*Arranges daily schedule for the Associate Dean considering the urgency of business and work schedule. Maintains an electronic calendar for the Associate Dean that is available for viewing by other administrators and their secretaries or office assistants.
*Coordinates and schedules meetings for the Associate Dean including making all necessary arrangements for meetings appointments speaking engagements and conferences with university officials administration faculty staff students and stakeholders. Ensures that all pertinent information and other requirements needed by the Associate Dean to conduct these events are available.
*Coordinates the Schedule of Classes (SOC) development for the regular and summer sessions with the Colleges Departments and the UHM Scheduling Office through Coursedog. Assist in building and disseminating (SOC) reports to CTAHR Advisors and other interested parties.
*Coordinates budget reports and other documents essential to the Colleges instructional programs. Assist the Academic and Student Affairs Office in coordinating program modifications new course proposals and course modifications.
*Assist the Academic and Student Affairs Office staff in coordinating student events by following university procedures and policies and completing all necessary forms and documents.
*Prepares periodic and statistical reports for the Associate Dean that might involve compiling data from several sources and working out details for their presentation.
*Preparing travel documents for staff and procuring materials for recruitment and retention events following university procedures and policies and completing all necessary forms and documents.
*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.
*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.
*Coordinates the distribution of incoming and outgoing correspondences reports and other materials among CTAHR Administration Academic and Student Affairs Office staff members and CTAHR faculty staff and students. This includes determining whether supporting data are essential and complete before distributing the correspondences and checking for grammatical and formatting edits.
*Composes memos and memoranda for understanding/agreements on the Academic and Student Affairs Office for the Associate Deans review.
*Works to provide pertinent background information and calls to the attention of the Associate Dean those matters requiring his immediate attention. Handles telephone email written requests and routine correspondence including replies that do not require the Associate Deans attention promptly.
*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 Academic and Student Affairs Office electronically and via hard copy. Scans and archives materials as needed.
Represent CTAHR Academic and Student Affairs 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.
Trains and supervise student assistants as needed.
Other duties as required

*Denotes Essential Functions

Minimum Qualifications

Possession of a baccalaureate degree in business education sciences or related field and 0 year(s) of progressively responsible professional experience with responsibilities for academic and student affairs; 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 academic and student affairs 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 academic and student affairs.
Demonstrated ability to recognize problems identify possible causes and resolve the issues that may commonly occur in the area of procurement.
Demonstrated ability to understand oral and written documentation writing reports and procedures and communicate effectively in various 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.
Any equivalent combination of education and/or professional work experience provides the required education knowledge skills and abilities as indicated.

Desirable Qualifications

Knowledge and experience working at the University of Hawaii Manoa.
Knowledge and experience in CTAHR academic programs.
Knowledge and experience in using Salesforce Pardot Canva and Microsoft Office.
Knowledge and experience with UH fiscal systems such as Concur KFS and RCUH financial.

TO APPLY:Click in the Apply button on the top right corner of the screen to complete an application and attach the required documents. If you have not applied for a position before using NeoGov you will need to create an account.

Cover letter indicating how you satisfy the minimum and some if not all desirable qualifications;
Resume/Curriculum vitae (CV);
Names of three (3) professional references (contact information including email address); and
Official transcripts or original documentation from the institution confirming the degree (copies acceptable; however official transcripts sent directly from the degree-granting institution are required upon hire).
- Any confidential data should be redacted (e.g. social security number date of birth etc).
- Diplomas will not be accepted.

Note: Complete applications and required document attachments must be submitted before close of vacancy. Incomplete applications will not be reviewed by the hiring committee.

Inquiries:

Dr. Catherine Chan

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:

DescriptionTitle: Admin & Fiscal Support SpecialistPosition Number:Hiring Unit: College of Tropical Agriculture & Human Resilience (CTAHR) Office of the Associate Dean of Academic and Student AffairsLocation: University of Hawaii Honolulu HIDate Posted: March 10 2026Closing Date: April:59PM HST.Band...