Institutional Support (Admin & Fiscal Support Sp) at University of Hawaii

University of Hawaii
Manoa, HI

Work at UH Advertisement

Institutional Support (Admin & Fiscal Support Sp)
Position Number:
Hiring Unit:
Arts and Humanities, Academy for Creative Media
Date Posted:
November 14, 2018
Closing Date:
November 29, 2018
Minimum Monthly Salary:
Full Time/Part Time:
Full Time
General Funds
Duties and Responsibilities
  1. Provide support staff services in all areas of the ACM, including but not limited to, procurement, administration of extramural/intramural accounts/projects, budgets, personnel management, and curriculum/student management.
  2. Provide a full range of administrative support on projects with resource constraints which require resolution of administrative problems.
  3. Greet visitors and manage office information flow, office supplies and inventory including to serve as the initial intake point for mail, telephone calls, and e-mail inquiries of the ACM.
  4. Provide support in the preparation, maintenance and collection of data on academic, curricular and student matters.
  5. Provide fiscal and budgetary needs including, the maintenance of fiscal records, and the tracking of budget for all fund types (special, federal, private, and UH Foundation).
  6. Provide procurement of goods & services, SuperQuote, P-card, processing payments, and travel documents, as well as reconciling expenditures and encumbrances.
  7. Conduct monthly account reconciliations.
  8. Apprise and advise Department Chairperson of budget and any anticipated budgetary considerations.
  9. Provide support in establishing, monitoring, maintaining, and administering intramural/extramural accounts/projects in accordance with established UH, State, Federal, RCUH rules, policies, and guidelines.
  10. Assist PI’s with the preparation of extramural proposals in myGrant, including budget narrative, and departmental-level monitoring of awards, including compliance with UH, RCUH, State, Federal guidelines, and agency-specific terms and conditions.
  11. Assist PI’s with reviewing and submitting grant proposals to federal, state and private agencies for the various faculty in the ACM.
  12. Work with the College Human Resources office and UH Faculty and Scholar Immigration Services to initiate visa documents on behalf of faculty and staff.
  13. Advise the Departmental Chairperson of new Office of Procurement and Real Property Management (OPRPM) requirements that may affect current departmental policies and procedures.
  14. Handle all inquiries on purchasing documents and resolves discrepancies with vendors.
  15. Process personnel payroll documents for all new & current faculty, graduate assistants, lecturers, casual hires & visiting colleagues, the Request Action (SF-1) form, PNFs, and Form 6s.
  16. Create memos, letters and other documents and schedules at the request of the Chair.
  17. Supervise undergraduate student assistant(s) in the ACM office.
  18. Supervise the annual equipment inventory according to university policy and procedures.
  19. Takes minutes of faculty/staff meetings at request of the Chair.
  20. Maintain database of current students, graduates and alumni contact information.
  21. Maintain files of all current departmental procedural documents, current college and university policies as well as union collective bargaining agreements.
  22. Maintain database of departmental advising assignments and coordinate mandatory student advising schedule in consultation with the Chair.
  23. Assist the Chair in external communications, such as electronic newsletters, press releases and social media postings.
  24. Processes requests for proprietary or sole source purchases in compliance with applicable laws, policies, procedures, rules and regulations.
  25. Other duties as assigned
Minimum Qualifications
  1. Possession of a baccalaureate degree in Business Administration, Human Resources or related field and 1 year(s) of progressively responsible professional experience with responsibilities for accounting/fiscal administration or human resource management; or equivalent education/training or experience.
  2. Functional knowledge of principles, practices and techniques in accounting/fiscal administration or human resource 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 accounting/fiscal administration or human resource management.
  4. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the accounting/fiscal administration or human resource 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 software.
  8. Any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
  9. Functional knowledge of spreadsheet applications such as Excel.
  10. Some knowledge of the principles and practices of modern office management.
Desirable Qualifications
  1. Demonstrated experience with UHM academic and registration systems, policies and procedures.
  2. Demonstrated experience with administrative policies and procedures of UH, RCUH, and/or UHF.
  3. Demonstrated experience with UH fiscal system of PeopleSoft, Kuali, and/or eThority.
  4. Demonstrated experience working in a college or university academic department and/or business office setting.
To Apply:
Visit and search for Position Number 81035 to submit an application.
  1. Markus Wessendorf; 808-956-2600;

The University of Hawaiʻi 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.

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.

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In accordance with Article 10A 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.