Admin & Fiscal Support Specialist (0097718T)

Title: Admin & Fiscal Support Specialist

Position Number:T

Hiring Unit: Department of Oceanography/SOEST

Location: Manoa Campus

Date Posted: August 12 2026

Closing Date: September 1 2026

Band: A

Salary : salary schedules and placement information

Full Time/Part Time: Full Time

Temporary/Permanent: Temporary

Other Conditions: To begin approximately October 2026. Continuation subject to availability of funds and satisfactory performance.

Duties and Responsibilities (*Denotes essential functions)

1. *Provide administrative and fiscal support to the Oceanography Department Faculty and their associated research groups including post-doctoral researchers and students.
2. *Responsible for the preparation and review of travel requests and completion reports for faculty staff and students to attend meetings conferences and participation in field research programs.
3. *Independently determines appropriateness of various fiscal and personnel documents and recommends alternatives as necessary.
4. *Advise members on various fiscal policies and procedures. Also provides recommendations on various procurement issues including travel within established policies and procedures.
5. *Responsible for the procurement and inventory of all supplies services and expediting of payments. Advise Principal Investigators with the proper procurement policies/procedures for large equipment purchases.
6. *Oversee Principal Investigators budget reports from the fiscal office and ensure purchases are within the budget.
7. *Prepare and audit necessary fiscal documents in accordance with established policies and procedures including purchase requisitions for the purchase of laboratory equipment and supplies airfares payments and reimbursements on time.
8. *Establish and maintain good relations with vendors including clarifying quotes purchase orders and payments.
9. *Assist new foreign researchers/visitors with the completion of appropriate visa applications. Complete required visa request paperwork obtain signatures & submit all forms to the appropriate office promptly to ensure visa will be obtained before appt date.
10. *Prepare and audit paperwork for hiring new personnel which includes but is not limited to graduate assistants postdoctoral appointments technicians and student help. Determines the most suitable hiring source and submits timesheets as needed.
11. *Prepare and audit overload forms for both faculty and graduate assistants. Prepare and submit associated payment forms as required.
12. *Provide staff support on Procurement Card (P-Card) transactions. Independently determines correct reallocations and input of appropriate budget and account codes in the Kuali Financial System (KFS).
13. *Utilize software programs used by the campus and the UH System including KFS eTravel and the RCUH procurement system to process various fiscal documents.
14. Other duties as assigned

Minimum Qualifications

1. Possession of a baccalaureate degree in Business Administration Education Oceanography STEM or related field and 1 year of progressively responsible professional experience with responsibilities for general business management; or any equivalent combination of education and/or professional work experience which provides the required education knowledge skills and abilities as indicated.

1. Functional knowledge of principles practices and techniques in business management procurement and/or financial management demonstrated by knowledge understanding and ability to apply concepts terminology.
2. Functional knowledge and understanding of principles theories federal and state laws rules regulations and systems associated with business management procurement and/or financial management.
3. Demonstrated ability to recognize problems identify possible causes and resolve the full range of problems that may commonly occur in business management procurement and/or financial management.
4. Demonstrated ability to understand oral and written documentation write reports and procedures and communicate effectively in a variety of situations.
5. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations groups team members and individuals.
6. Demonstrated ability to operate a personal computer and apply word processing software.

Desirable Qualifications

1. Familiarity with KFS.
2. Ability to work successfully in an environment with a wide range of personalities and needs while maintaining a positive attitude.
3. Work experience in human resources management.
4. Familiarity with UH and RCUH policies and procedures.
5. Familiarity with immigration and employment procedures including the J-1 Exchange Visitor Program.
6. Professional work experience in an academic/university environment preferably in an Ocean Science-related field.

To Apply:

Click on the Apply button on the top right corner of the screen and attach the required documents. Applicants must submit the following: (1) cover letter indicating how you satisfy the minimum and desirable qualifications (2) resume (3) names and contact information of 3 professional references and (4) copies of transcripts with confidential identifiable information (i.e. social security number birth date etc.) redacted are acceptable but official transcripts will be required at the time of hire.

Incomplete applications will not be considered.

NOTE: Please create a new account if this is your first time applying for a position using NEOGOV.

Inquiries: Rosie Alegado; ;

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.

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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: