Admin & Fiscal Support Specialist

Title:                                           Admin & Fiscal Support Specialist

Position Number:                      97031T

Hiring Unit:                                Shidler College of Business, School of Travel Industry Management (TIM)

Location:                                   University of Hawaii at Manoa

Date Posted:                             01/09/2025                  

Closing Date:                            01/24/2025                 

Band:                                         A

Salary:                                       Salary schedules and placement information

Full Time/Part Time:                 Full Time

Temporary/Permanent:            Temporary

Funding:                                    Special Funds

Duties and Responsibilities

• **Receives and prioritizes incoming hardcopy and electronic correspondence, reports, and directives to determine appropriate action by the TIM Director or other administrative support staff or faculty.
• **Coordinates with central offices and the Shidler Dean's Office on matters to include new faculty onboarding, visitor parking, faculty/staff directory information, facilities and key control.
• **Maintains administrative records and files and provides information as requested.
• **Assists the Director to prepare the schedule of courses each semester and summer session.
• **Submits and, as needed, updates department's schedule of courses for UH Scheduling Office.
• **Provides information to the Shidler Dean's office for hire of casual lecturers and manages the onboarding of these hires each semester in coordination with the Shidler Fiscal office.
• **Plans and coordinates arrangements and logistics for visiting dignitaries, recruitments, meetings, and special events.  Arranges travel, hotel accommodations and itineraries as needed.
• **Works with the Shidler Administrative officers to collect and process information for new hire H1B applications, as needed, and for J-1 visa process for visiting colleagues and scholars invited by the Dean and TIM Director.
• **Assists as needed in the preparation of travel requests, work orders, purchase orders, and reimbursements for faculty.
•  **Supports TIM Director's membership in University, State, national and international committees and organizations by providing administrative support.
• **Serves as liaison to internal/external agencies on behalf of the TIM Director on administrative issues/matters for TIM and responds to inquiries as needed.
• **Serves as TIM Director's administrative liaison to the school's advisory council, alumni group (TIMI), and donors.
• **Reviews and finalizes all forms and letters requiring the TIM Director's signature.  Checks forms/letters for completeness, provides information if necessary, and, when signed, routes forms/letters to appropriate destination in a timely fashion.
• Maintains TIM Director's calendar and coordinates the schedule.
• **Maintain records of expenses and balances in TIM foundation accounts.
• **Maintains records of faculty research and development funding and expenses as needed.
• Serves as the primary administrative contact for international visitors for the duration of their stay.
• Maintain the calendar of reservations for the TIM-controlled spaces.
• Open and close TIM-controlled spaces during normal working hours.
• Other duties as assigned.

**Denotes Essential Functions

Minimum Qualifications 

1. Possession of a baccalaureate degree in business administration, social sciences, communications, education, or related field and 0 year(s) of progressively responsible professional experience with responsibilities for administrative duties; 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 higher education administration and fiscal processing 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 higher education administration and fiscal processing.
4. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of higher education administration and fiscal processing.
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 software.
8. Self-starter with demonstrated ability to learn new information systems and procedures quickly.
9. Demonstrated ability to be well-organized, multi-task, pay attention to detail, and effectively manage tasks.
10. Demonstrated ability to effectively participate and collaborate as a member of a team.
11. Strong written and verbal communication skills.
12. Ability to problem solve complex problems with confidentiality, tact and diplomacy and referring issues as appropriate to others.
13. Ability to learn how to use new or novel administrative systems for HR and fiscal processing effectively.

Desirable Qualifications (if applicable)    

1. 3 or more years of experience in similar administrative position.
2. Practical knowledge and understanding of principles, federal and state laws, rules, regulations and systems associated with academic administration.
3. Familiarity with the University of Hawai`i, its program and administrative procedures.
4. Ability to manage multiple projects simultaneously, to respond quickly and to work well under pressure in an open and public environment.
5. At least one year of progressively responsible experience in program management.
6. Familiarity with specific software or tools (Coursedog, Peoplesoft, CONCUR, Kuali; Microsoft Office products). 

To Apply:          

Click on the "Apply" button on the top right corner of the screen to complete an application and attach required documents. Applicant must submit the following: 

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Inquiries:

Please contact Dr. Daniel Spencer, spencer8@hawaii.edu

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/