Administrative & Fiscal Support Specialist - Office of Community and Continuing Education

University of Hawaii - Honolulu, HI

Full-time - Entry Level

Honolulu, HI

Educational Services

About the position

The Administrative & Fiscal Support Specialist position at the University of Hawaii's Kapi‘olani Community College is designed to provide comprehensive administrative and fiscal support to the Office for Community and Continuing Education. This role involves managing office operations, overseeing procurement functions, maintaining confidential records, and assisting with recruitment processes. The specialist will work closely with various departments to ensure efficient operations and compliance with university policies, while also contributing to public relations and outreach efforts.

Responsibilities

• Oversees the day-to-day operations of the Assistant Dean for OCCE Office, handling confidential calls and materials.
• Manages office operations including supplies, forms, applications, and equipment maintenance.
• Maintains files on confidential, technical, and administrative correspondence and audit reports.
• Assists in public relations needs for continuing education and workforce development programs.
• Performs procurement functions, including preparation of purchase orders and requests for proposals.
• Prepares and processes direct payments, travel requests, contracts, and other fiscal activities.
• Ensures compliance with Federal, State, and University guidelines for purchasing goods and services.
• Performs monthly reconciliation of unit, department, and grant expenditures.
• Prepares complex documents and reports, gathering and analyzing information as needed.
• Monitors the Community and Continuing Education department's budget using financial systems.
• Works collaboratively with various college offices, including business and human resources.
• Assists with recruitment processes for faculty, staff, and student assistants.
• Develops metrics and information gathering for program analysis and modifications.

Requirements

• Possession of a baccalaureate degree in business administration, management, accounting, human resources, finance, public administration or related field.
• One year of progressively responsible professional experience in business management, fiscal, or human resources management.
• Functional knowledge of principles and practices in administrative, fiscal, and program support.
• Ability to recognize and resolve problems in administrative and fiscal support.
• Strong written and oral communication skills, with the ability to write reports and procedures.
• Demonstrated ability to establish effective working relationships with various stakeholders.
• Proficiency in Microsoft Word, Excel, Adobe Acrobat, and other commonly used software.

Nice-to-haves

• Experience with academic office administration in a university environment.
• Familiarity with UH policies and procedures, especially in accounting and personnel systems.
• Strong organizational and customer service skills.
• Commitment to the vision of Kapi‘olani Community College as an indigenous-serving institution.

Benefits

• Salary commensurate with education and experience.
• Health insurance coverage.
• Retirement savings plan options.
• Paid holidays and vacation time.