Admin & Fiscal Support Specialist

Admin & Fiscal Support Specialist (0097640) | University of Hawai'i at Hilo – College of Pharmacy – Dean’s Office Full‑time, Permanent, 11‑month position. Job Number: 2026‑01282 Position Number: 0097640 Band: A Salary: salary schedules and placement information Closing Date:
August 15, 2026

The University of Hawai'i at Hilo (UH Hilo) is a public liberal arts and sciences university on the Island of Hawai'i. The Daniel K. Inouye College of Pharmacy (DKICP) supports faculty, staff and students in the development, administration, and stewardship of externally funded research and scholarly activity, ensuring compliance with University, state, federal and sponsor requirements. This position reports directly to the Dean of the College and provides comprehensive administrative support, including fiscal and human resources functions for the Dean's Office, working closely with the College's Administrative Officer and serving as a backup in their absence.

• Provide administrative support for the Dean, including managing the dean's calendar, coordinating and executing scheduling and meetings, arranging travel and reimbursements, facilitating communications with internal and external stakeholders, drafting and editing documents.
• Assist in coordinating the logistics of College‑based faculty affairs processes and timelines, such as promotion and tenure, post‑tenure (5‑year) review schedules, and faculty awards.
• Prepare monthly, quarterly and annual budget reports; prepare budget documents; review, analyze and assist in developing short‑ and long‑range operating budget proposals, requests and expenditure plans of limited scope.
• Maintain and monitor internal accounting and fiscal records, including general funds, special funds, external funds and Foundation funds, ensuring accuracy in accordance with established procedures.
• Assist in maintaining fiscal transaction reports, forms, requests and records in accordance with Federal, State and University requirements.
• Assist the Administrative Officer in preparing personnel documents; arrange for travel authorizations and reimbursements; research and purchase supplies, equipment and services; maintain and safeguard fiscal and personnel records and files for the Dean.
• Monitor and assist with faculty and staff searches.
• Support the College in maintaining financial resources to meet its goals and priorities by anticipating spending trends, monitoring expenditures and encumbrances, identifying irregularities and reporting them to the Dean.
• Assist the Administrative Officer in the preparation of special reports, project proposals and analysis of program activities using program data and information.
• Work with and keep the Administrative Officer informed on fiscal matters, including assisting in the development of alternatives related to budget procedures, strategic fund transfers and instructions, in accordance with established policies and under supervisory guidance.
• Assist with maintaining property and inventory records.
• Assist the Dean's Office on procurement policies, procedures and requirements, refining procurement and travel requests while ensuring compliance with state administrative and contractual requirements.
• Provide updates to the Dean and Administrative Officer on the status of assigned tasks, anticipated problems and any process or policy‑related changes which may affect college operations.
• Maintain open communication and liaison relationships with UH Hilo's Budget Office, HR Office, VC for Administrative Affairs office and other UH Hilo administrative staff for guidance on routine fiscal, personnel and related matters.
• Maintain and periodically update the college websites.
• Assist with administrative support for accreditation processes, including retrieving, producing, editing and maintaining necessary documents and resources.
• Assist with the planning and implementation of college events.
• Assist with the coordination, generation and distribution of marketing materials in collaboration with the college and university.
• Perform other duties as assigned.

• Possession of a baccalaureate degree in business…