Readvertisement - Admin & Fiscal Support Spec

Admin & Fiscal Support Spec

Position Number: 0080655T

Hiring Unit: UHM LIBRARY SERVICES, UH PRESS, DESIGN & PRODUCTION

Location:

University of Hawaii at Manoa, UH Press (2840 Kolowalu Street, Honolulu, HI 96822)

Band: A

Salary: salary schedules and placement information

Full Time/Part Time:
Full-time

Month: 11-month

Temporary/Permanent:
Temporary

Duties and Responsibilities

• Issues reports and provides updates for cost analysis, maintains production schedules in the press-wide database, and maintains vendor contracts for the department.
• Prepares and issues final accounting for each published new book, reprint, and publication services project.
• Maintains reports in spreadsheets and the press-wide database that accurately reflect the budgeted and actual cost of each book project.
• Maintains in the press-wide database all work in progress job costs UH Press books and all production services jobs. Questions inconsistencies and solves problems.
• Manages the production of book reprints; compiles manufacturing specifications, processes requisitions and obtains purchase orders.
• Coordinates and verifies job timesheets for production services and co-sponsored projects. Tracks wage and fringe benefit costs and allocates billable hours accordingly among projects.
• Prepares requisitions in Kuali Financial System, distributes purchase orders and authorizes payments for all plant and manufacturing costs and other production department expenses.
• Prepares for Press Management monthly reports on job expenses, books published, projects completed and other reports as requested.
• Maintains procedures manual.
• Executes a variety of tasks and special projects generated by the book production process.
• Other duties as assigned.

* Denotes Essential Functions

Minimum Qualifications

Education and Professional Work Experience

• Possession of a baccalaureate degree in business administration or related field and 1 year of progressively responsible professional experience with responsibilities for office administration and/or project management in a book publishing setting; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities indicated.

Knowledge, Skills and Abilities

• Functional knowledge of principles, practices and techniques in the area of office administration and/or project management in publishing setting demonstrated by knowledge, understanding and ability to apply concepts, terminology.

• Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with office administration and/or project management in a publishing setting.

• Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of office administration and/or project management in a publishing setting.

• Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.

• Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members and individuals.

• Demonstrated ability to operate a personal computer and apply word processing software.

Supplemental Minimum Qualifications
• Demonstrated ability to work with figures, understand basic mathematical functions, and use spreadsheet programs.
• Experience entering data into a database.
• Ability to meet schedules.

Desirable Qualifications
• Educational or professional background in book publishing preferred; adjacent experience in journals, news, magazines, or other related print or digital publishing endeavors considered.
• Familiarity with standard editing and proofreading terminology and markings, as set forth in the Chicago Manual of Style.
• Familiarity with both Mac and PC environments.
• Experience or working knowledge of Adobe Acrobat, especially electronic publication files.
• Experience or working knowledge of Adobe InDesign or other modern layout software.
• Familiarity with Biblio Live or comparable relational database application.
• Working knowledge of the policies and procedures of the University of Hawaii Press.
• Familiarity with University of Hawaii business operations and procedures, including Kuali.
• Working knowledge of the policies and procedures of the University of Hawaii System.