Administrative and Fiscal Support Specialist

Title

Admin & Fiscal Support Spec

0097299

ADMINISTRATION, AUXIL ENT, AUXILIARY SERVICES

UH at Manoa

02/10/2026

02/26/2026

A

salary schedules and placement information

Full-time

11-month

Permanent

• Assists the manager with the daily operations at the Manoa Campus for the University Housing, Food, and Mail Services departments.
• Performs basic office duties such as maintaining records and files, conducting basic research, assisting with transactions, and responding to customer inquiries.
• Provides advisement on policies, procedures and practices related to University Housing, Food, and Mail Services at Manoa and responds to general inquiries.
• Assists with planning, scheduling, and distributing work assignments to clerical staff and student employees in all three areas of operations.
• Assists the manager with recommending and implementing process improvements to enhance operational efficiency.
• Assists with preparing required reports, surveys, and statistics.
• Assists with developing policies and procedures, maintaining manuals, and training employees.
• Prepares and reviews work orders and requisitions for goods and services and ensures compliance with University policies and procedures.
• Reviews and responds to inquiries and complaints regarding University Housing, Food, and Mail Services. Refers complex, unusual, and unresolved problems to the manager; including but not limited to by communicating with clientele, gathering information, trying to find resolution and provide information to clientele.
• Attends meetings, training and other activities/events that may require travel and work outside of normal business hours including, weekends and/or holidays.
• Assists the manager with all communications with university departments and outside agencies for administrative tasks.
• Provides Standard Mail services including delivering mail, affixing postage, sorting mail, and assisting customers with mail preparation.
• Ensures compliance with U.S. Postal Service and university policies and procedures, including accurate and timely preparation of mail to meet multiple drop-off and pick-up deadlines.
• Develops a thorough understanding of USPS regulations and synthesizes materials for dissemination.
• Develops and recommends changes to Mail Services operations and technology applications.
• Assists the manager and other personnel in maintaining accurate and updated records of available University Housing units, rental times, tenants, and applicants.
• Creates and maintains an accurate spreadsheet of available University Housing units, rental times, tenants, and applicants.
• Prepares and sends University Housing applications and bulletins to various individuals and departments.
• Reviews and processes University Housing applications for completeness and participant eligibility, and assigns units.
• Assists with coordination of University Housing check-in procedures and lease agreements.
• Assists in administering and monitoring Food Services contracts to ensure compliance with operating, special, and general conditions. Reports back on compliance with contract terms, scheduling and conducting inspections of facilities, correcting minor noted deficiencies, reviewing contract modification requests, and ensuring that the operations adhere to the contracted agreed-upon conditions.
• Schedules periodic inspections of Food Services facilities with contractors. Corrects any deficiencies by documenting the issues, notifying the relevant personnel or contractors, and following up to ensure that the corrections are made in line with the process outlined in the contract.
• Assists in reviewing, evaluating, and recommending action on requests for contract modifications including the contracted maximum pricing our vendors can sell items, vending pricing, and concession pricing.
• Assists in the administration of the vending program including responding to refund requests, working with contractors to resolve issues with machines, monitoring sales, and responding to customer complaints.
• Reviews sales reports submitted by Food Services vendors,…