Admin & Fiscal Support Specialist (CTAHRAD EXT)
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Job Location:
Honolulu, HI - USA
Monthly Salary:
Not Disclosed
Posted on:
10 hours ago
Vacancies:
1 Vacancy
Job Summary
Description
Title: Admin & Fiscal Support Specialist
Position Number:
Hiring Unit:College of Tropical Agriculture and Human Resources (CTAHR) Office of the Associate Dean and Associate Director of Cooperative Extension
Location:University of Hawaii at Manoa Honolulu HI
Date Posted: May 3 2026
Closing Date: May: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 May: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:
- *Serves as the Administrative Professional Technical position (APT) to the Associate Dean for Extension for the College of Tropical Agriculture and Human Resilience (CTAHR).
- *Responsible for the administrative duties for the Office of the Associate Dean for Extension by acting 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.
- *Coordinates and manages meetings for the Associate Dean including making all necessary arrangements for meetings appointments speaking engagements and conferences with university officials administration faculty and stakeholders. Ensures that all pertinent information and other requirements needed by the Associate Dean to conduct these events are available.
- *Assist the Associate Dean for Extension Offices staff in coordinating events by following university procedures and policies and completing all necessary forms and documents.
- *Prepares periodic and statistical reports and presentations for the Associate Dean for Extension by researching and compiling data from various sources.
- *Coordinates the facilitation and processing of Extension-related Plans of Work (POW).
- *Monitors impact reporting and compliance of faculty and staff in the Program Evaluation and Reporting System (PEARS) and composes annual summaries and reports.
- *Disseminates information relating to CTAHRs Cooperative Extension to County offices statewide Extension programs College Administrators and other Land Grant Universities.
- *Assists the Associate Dean with the professional development of Extension employees (i.e. staff Agents and Specialists) by organizing Extension professional development meetings supporting implementation of new employee orientations recruitment and selection of Western Extension Leadership Development (WELD) interns and Hoku Award recipients.
- *Works closely with the Associate Dean for Extension to develop implement evaluate and maintain an Extension Awards program.
- *Prepares travel documents for staff and procures materials for recruitment and retention events following university procedures and policies and completes all necessary forms and documents.
- *Processes financial transactions through Kuali Financial System (KFS) Concur the Research Corporation of the University of Hawaii (RCUH) Financial Portal eTravel and University of Hawaii Foundation (UHF) financial systems and maintains accurate records of UH RCUH and UH Foundation budget and expenditure reports.
- *Manages contracts (including reporting and budgeting) from various agencies and organizations.
- *Prioritizes work to ensure deadlines are met which may involve disseminating information to department support staff and informing them of deadlines for submitting data.
- *Coordinates the distribution of incoming and outgoing correspondences reports and other materials among CTAHR Administration including but not limited to determining whether supporting data are essential and complete before distributing the correspondences and checking for grammatical and formatting edits.
- *Works to provide pertinent background information which call for the attention of the Associate Dean for Extension on matters requiring immediate attention. Handles telephone email written requests and routine correspondence including replies that do not require the Associate Dean for Extensions attention promptly.
- *Maintains up-to-date files of all correspondence covering a wide range of subject matter including files of all extension related policies procedures programs correspondence reports and records electronically and via hard copy. Scans and archives materials as needed.
- *Represents CTAHRs Associate Dean for Extensions Office by responding to general inquiries about CTAHR and their extension 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 liberal arts communications or related field and 1 year(s) of progressively responsible professional experience with responsibilities for business agriculture sciences or related field; 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 management demonstrated by learning understanding and applying concepts and terminology.
- Functional knowledge and understanding of principles theories federal and state laws rules regulations and systems associated with business management.
- Demonstrated ability to recognize problems identify possible causes and resolve the issues that may commonly occur in the area of administration.
- Demonstrated understanding of oral and written documentation writing reports and procedures and communicating 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 spreadsheet and presentation software.
Desirable Qualifications
- Knowledge and experience working at the University of Hawaii Manoa.
- Knowledge and experience in using Mailchimp Canva and Adobe programs
- Knowledge and experience with UH fiscal systems including 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: Dean Grewal
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:
IC
