Administrative & Fiscal Support Specialist (pos#0097074T)

Title: Administrative & Fiscal Support Specialist

Position Number:T

Hiring Unit: Academic Affairs Research Office

Location: UH Hilo

Date Posted: May 6 2026

Closing Date: May 20 2026

Band: A

Salary :salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Temporary

Other Conditions: Appointment to begin approximately June 2026 pending position clearance and availability of funding.

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 mission of the IDeA Networks of Biomedical Research Excellence (INBRE) program is to encourage undergraduates to pursue careers in biomedical science and to succeed in obtaining meaningful employment or positions in graduate and professional school upon graduation.

The Administrative & Fiscal Support Specialist position serves a critical support role within both the National Science Foundation (NSF) funded INBRE Program and 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.

Duties and Responsibilities

(*denotes essential function)

1. *Responsible for performing a wide variety of administrative fiscal and personnel duties to support the University of Hawaii at Hilo Research Office (UH Hilo Research Office) and Principal Investigators (PIs).
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 University Research Corporation of the University of Hawaii (RCUH) University of Hawaii Foundation (UHF) 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 University of Hawaii (UH) and RCUH accounting systems.
5. *Assists fiscal specialists and PIs in the monitoring and maintaining of budgets preparing internal budget reports and financial data analyses.
6. *Prepare monthly reconciliations of program expenditures to assist PIs with short- and long-term operating budget proposals requests and expenditure plans.
7. *Assists PIs with personnel needs such as but not limited to review and editing position descriptions preparing and processing hire documents and communicating with RCUH Human Resources and UH Human Resources offices for project personnel.
8. *Maintain and safeguard fiscal and personnel records in compliance with applicable laws policies procedures rules and regulations.
9. *Maintain up-to-date training education and professional development on applicable laws policies procedures rules and regulations for internal and external funding.
10. Other duties as assigned.
    

Minimum Qualifications

1. Possession of a baccalaureate degree in Accounting Business Administration or STEM (Science Technology Engineering Mathematics) related field and 0 years of professional experience; 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. Working knowledge and experience using software such as MS Office Suite (Word Excel etc.) Adobe Acrobat and other commonly used business application software.

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

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

Desirable Qualifications

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.
   

Please do not include any self-identifying photos. Please redact references to Social Security number and birth date on transcript copies. Copy of diplomas will NOT be accepted. Documents 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. All requested documents/information become the property of the University. All minimum qualifications must be met by the closing date. Incomplete applications will not be considered. Failure to submit all required documents and reference information shall deem an application to be incomplete.

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Inquiries: Dr. Matthew Platz

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: