• Job Description

  Req#: 4573130

  Description

  Title: Admin & Fiscal Support Specialist
  Position Number: 0097314T
  Hiring Unit: Department of Atmospheric Sciences/School of Ocean and Earth Science and Technology (SOEST)
  Location: UH at Manoa
  Date Posted: July 9, 2024
  Closing Date: July 26, 2024
  Band: A/B
  Salary : salary schedules and placement information
  Full Time/Part Time: Full-time
  Month: 11-month
  Temporary/Permanent: Temporary
  
  Other Conditions: To begin approximately August 2024. Continuation subject to availability of funds and satisfactory performance. Possibility of conversion to permanent.
  
  Duties and Responsibilities
  
  Pay Band A

  1. *Provides administrative & fiscal support to all Atmospheric Sciences (ATMO) staff, including but not limited to dept faculty, researchers, graduate & undergraduate students, & visitors.
  2. *Initiates and processes all UH/RCUH fiscal related transactions including, but not limited to reimbursements, stipends, purchase orders, travel requests/completion, etc. according to state and federal laws and University policies.
  3. *Works closely with the senior fiscal authority (FA) assigned to the Department in ensuring that expenditure of funds are consistent with budget plans.
  4. *Works closely with Professors, researchers, and Graduate Assistants to communicate and process various RCUH Financial and HR Portal functions for hiring of Post Docs, Researchers, Post Doc stipends and salaries. Assists with RCUH related Purchase Orders, Reimbursement for purchases, and Travel Reimbursements.
  5. *Works closely with Professors, researchers, and Graduate Assistants to communicate and process various University of Hawaii Foundation and their Financial Department documents for donations, grants, purchase orders, reimbursement for purchases, and travel reimbursements.
  6. *Coordinates and assigns keys, repairs, re-modeling, cleaning of offices and classroom spaces and maintenance of department inventory for department faculty, staff, and graduate assistants
  7. *Disseminates weekly seminar information for department faculty, staff, and graduate assistants.
  8. *Manages the department email account, responds, and distributes information to related parties.
  9. *Tracks and reviews graduate applicant records, the application process, and assists with the analysis of each semester for department faculty review and decisions.
  10. *Plans student enrichment activities such as SOEST Open House, SOEST Lab Tours, weekly, monthly discussions under the direction of the Dept Chair.
  11. *Prepare & audit paperwork for hiring new personnel, which includes but not limited to faculty, graduate assistants, post docs, technicians & student help. Determine the most appropriate hiring source. Also, assists with submitting timesheets as needed.
  12. *Prepare and audit overload forms for both faculty and graduate assistants. Assist with preparing and submitting associated payment forms as required.
  13. *Responsible for the ATMO Dept Office day-to-day operations, including office communication and disseminating information, ordering, and managing office supplies, project files, inventories, developing and updating internal administrative procedures, scheduling appointments and use of conference rooms, etc., according to established UH, RCUH, state, and federal policies and procedures.
  14. *Maintains the ATMO Dept online data and various UH databases for use in annual departmental reports, faculty reviews, and special reports.
  15. *Maintains records for current and past department faculty, staff, students, and graduate assistants.
  16. *Works closely with SOEST HR and UH Faculty and Scholar Immigration Services to ensure correct processing/submission of documents for visa classifications such as J-1, H-1B, permanent residence & other employment authorization categories.
  17. Assists in planning, logistics and management of department related events and activities in accordance with University rules and regulations.
  18. *Under the direction of the dept chair, responsible for the creation, modification, scheduling and communication of ATMO classes; UHM catalog information; and supplies for classrooms each semester.
  19. Assists PIs with current policy & procedures for research proposal submissions. Provides administrative remedies to problems as necessary.
  20. *Hires, trains, and manages and supervises department office student assistants.
  21. Other duties as assigned

  
  Pay Band B

  1. *Participates in strategic planning activities. Provides guidance, department leadership, manages outside consultants and makes effective recommendations throughout the process.
  2. *In collaboration with the Department Chair, develops and implements department policies such as internal administrative procedures; communications with faculty, students, and alumni; classroom assignments; and course schedules.
  3. *Provides executive support to the Department Chair including scheduling and organizing meetings, acting as a point of contact for various events (including School of Ocean and Earth Science and Technology (SOEST) Open House, SOEST Lab Tours, and other weekly and monthly events), and preparing/editing communications and memos.
  4. *Serves as liaison with outside units and is given the authority to speak on behalf of the Chair on administrative matters of the department. Also responds to written inquiries as needed.
  5. *Monitors the department budget and is given signature authority for purchases up to a level determined by the Department Chair.
  6. *Determines the propriety and priority of purchases within authority. Works closely with the fiscal authority assigned to the department in budget planning and expenditure of funds.
  7. *Responsible for scheduling faculty meetings, minutes, and communications .
  8. *Manages the department email account and communications with faculty, staff, students, and alumni. Coordinates and prepares administrative and procedural literature including news and announcements, information for faculty, announcements, informational bulletins and other internal and external reports.
  9. *Oversees the editing and maintenance of the department web page to ensure content is up-to-date and accurate. Acts as working supervisor to assign tasks to the department's IT Specialist and Student Assistant for updating and managing website content.
  10. *Performs departmental property inventory and room survey and maintains and updates appropriate records. Oversees departmental project management.
  11. *Provides personnel support for activities such as hiring staff, student assistants, and faculty. Coordinates the employment/separation process for faculty, staff and advises employees of policies and procedures.
  12. *Works closely with SOEST Personnel and UH Faculty and Scholar Immigration Services to ensure correct processing/submission of documents for visa classifications such as J-1, H-1B, permanent residence & other employment authorization categories.
  13. *Coordinates department projects, activities of department staff and student employees and independent contractors.
  14. Acts as working supervisor to student employees. Coordinates workload assignments and serves as point of contact to resolve various administrative issues.
  15. *Assists the Department Chair with faculty and staff evaluations, and provides administrative support and coordination for all Department Personnel Committee activities.
  16. *Prepares and maintains comprehensive employment, promotion, course records, and other reports for the Department Chair and other SOEST/UH offices.
  17. Tracks and reviews graduate applicant records, and the application process, and assists with the analysis of each semester for department faculty review and decisions.
  18. *Maintains databases for tracking performance metrics for the undergraduate and graduate programs, such as student progress, attrition, graduation rate, post-graduation employment, etc., administers routine surveys as needed, and prepares aggregate reports for use in program assessment and external review activities.
  19. *Manages course schedules and classroom assignments, course creations/modifications, as well as general catalog updates, the five-year teaching plan, and course evaluations.
  20. *Serves as liaison with the University of Hawaii at Manoa (UHM) Building Coordinator for Hawaii Institute of Geophysics (HIG). Represents the Atmospheric Sciences (ATMO) building users and occupants and serves as resource on matters related to facilities and safety services, and construction projects. Coordinates and facilitates building maintenance, campus emergency and disaster preparedness, and building security. Also serves as the ATMO main point of contact regarding matters related to the condition of the HIG and its systems (i.e. environmental, electrical, plumbing, elevator).
  21. *Serves as the ATMO key holder for building keys and manages key records. Manages after-hours building access to the Department building including programming and maintaining the electronic lock and its proprietary database.
  22. *Provides fiscal support to all ATMO staff, including but not limited to faculty, researchers, graduate & undergraduate students, & visitors.
  23. *Initiates and processes all UH/Research Corporation of the University of Hawaii (RCUH) fiscal transactions including, but not limited to reimbursements, stipends, purchase orders, travel requests/completion, etc. according to state and federal laws and University policies.
  24. *Assists the senior fiscal authority (FA) assigned to the Department to ensure that the expenditure of funds is consistent with budget plans.
  25. * Responsible for RCUH Financial and HR Portal functions for related Post Doctoral Researcher personnel actions. Processes RCUH related Purchase Orders, Reimbursement for purchases, and Travel Reimbursements.
  26. * Acts as liaison between ATMO and the University of Hawaii Foundation and processes all related documents for donations, grants, purchase orders, reimbursement for purchases, and travel reimbursements.
  27. Other duties as assigned.

  
  *Denotes essential functions
  
  Minimum Qualifications
  
  Pay Band A

  1. Possession of a baccalaureate degree in Business Administration, Public Administration, Educational Administration, Atmospheric Sciences, Meteorology or related field and 1 year(s) of progressively responsible professional experience with responsibilities for program and/or fiscal 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 business management 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 procurement and financial management.

  4. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the business management.

  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 and apply word processing and spreadsheet software.

  8. Ability to multi-task in a fast-paced environment.

  
  Pay Band B

  1. Possession of a baccalaureate degree in Business Administration, Public Administration, Educational Administration, Atmospheric Sciences, Meteorology, or related field and 3 year(s) of progressively responsible professional experience with responsibilities for business management; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
  2. Considerable working knowledge of principles, practices and techniques in the area of administrative program support as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles, and methodologies.
  3. Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with administrative program support.
  4. Demonstrated ability to resolve wide-ranging complex problems through the use of creative reasoning and logic to accurately determine the cause of the problems and the resolution of the problems in an effective, innovative and timely manner.
  5. Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.
  6. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
  7. Demonstrated ability to operate a personal computer, apply word processing and spreadsheet software.
  8. If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
  9. Demonstrated ability to prioritize and complete multiple tasks with conflicting deadlines.
  10. Demonstrated ability to maintain and access digital documents and apply processing software that may include, but are not limited to, MS Word, Excel, online databases, and google applications.

  
  Desirable Qualifications
  
  Pay Band A

  1. Experience with responsibilities for academic office administration management in a university environment.

  2. Familiarity with computer applications such as Microsoft Office.

  3. Familiarity with database applications such as UHM Kuali Financial Management System, UHM STAR database, UHM Banner database, Office of Graduate Education CMS database, RCUH Personnel and Fiscal Portal, UHM ORS MyGrant database.

  4. Familiarity with UH/RCUH personnel and fiscal policies and procedures.

  
  Pay Band B

  1. Possession of a Master's degree in public administration, educational administration, or related field.
  2. Professional work experience in an academic/university environment preferably in an Atmospheric Science-related field.
  3. Familiarity with UH and RCUH policies and procedures.
  4. Experience with UH and RCUH fiscal documents.
  5. Proficient in the use of Adobe Acrobat Pro.
  6. Experience maintaining web pages on WordPress.
  7. Familiarity with database applications such as UHM Kuali Financial Management System, UHM STAR database, UHM Banner database, Office of Graduate Education CMS database, RCUH Personnel and Fiscal Portal, UHM ORS MyGrant database.

  
  
  To Apply:
  Click on the “Apply” button on the top right corner of the screen and attach the required documents. Applicants must submit (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 and late applications will not be considered.
  
  Note: If you have not applied for a position before using NeoGov, you will need to create an account.
  
  Inquiries: Jennifer Griswold; 808-956-3636; smalljen@hawaii.edu

  EEO/AA, Clery Act, ADA

  The University of Hawai'i is an Equal Opportunity/Affirmative Action Institution and is committed to a policy of nondiscrimination on the basis of race, sex, gender identity and expression, age, religion, color, national origin, ancestry, citizenship, disability, genetic information, marital status, breastfeeding, income assignment for child support, arrest and court record (except as permissible under State law), sexual orientation, domestic or sexual violence victim status, national guard absence, or status as a covered veteran. For more information or inquiries regarding these policies, please refer to the following link: http://www.hawaii.edu/offices/eeo/eeo-coordinators/

  Employment 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 Hawai'i may be viewed at: https://www.hawaii.edu/titleix/help/campus-security/ , 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 Hawai'i 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: https://www.hawaii.edu/offices/eeo/accommodation-request/

• About the company

  The University of Hawaiʻi System, formally the University of Hawaiʻi and popularly known as UH, is a public college and university system that confers associate, bachelor's, master's, and doctoral degrees through three universities, seven community col...

Notice