Admin & Fiscal Support Specialist (0097681, CTAHR/TPSS
Job in
Honolulu, Honolulu County, Hawaii, 96815, USA
Listing for:
University of Hawaii system
Full Time
position
Listed on 2026-08-09
Job specializations:
-
Administrative/Clerical
Office Administrator/ Coordinator, Administrative Management, Business Administration
Job Description & How to Apply Below
Position: Admin & Fiscal Support Specialist (0097681, CTAHR/TPSS)
Admin & Fiscal Support Specialist
Position Number: 0097681
Hiring Unit:
College of Tropical Agriculture and Human Resilience (CTAHR), Tropical Plant and Soil Sciences (TPSS)
Location:
University of Hawaii – Manoa;
Honolulu, HI
Band: A
Salary: salary schedules and placement information
Full Time/Part Time:
Full-time
Month: 11-month
Temporary/Permanent:
Permanent
Other Conditions:
For best consideration, all application materials should be submitted by August 21, 2026, 11:59PM HST. Complete applications and required document attachments must be submitted before close of vacancy. Incomplete applications will not be reviewed by the hiring committee. Please see application instructions.
Duties and Responsibilities
Serves as the daily administrative support to the Department Chairperson of the Department of Tropical Plant and Soil Sciences (TPSS), College of Tropical Agriculture and Human Resilience (CTAHR).Works independently, performing a wide range of complex and confidential duties, reporting directly to the Department Chairperson of TPSS.Serves as the administrative contact and liaison within TPSS, as with all University constituents and external contacts, including but not limited to facility management, FSIS, Graduate Division, Academic Support Offices, RCUH and UH Foundation.Reviews, assesses, routes, answers, and monitors follow-up action steps on internal and external correspondence with various University constituents and external contacts.Assists in the development of college office systems and procedures, policies, and operations. Interprets and communicates policies and processes.Assists in the day-to-day operations of the Department Chairperson, including calendaring meetings and events, monitoring and responding to emails and phone calls, and arranging for logistics, whether in person or remotely (e.g., Zoom), participates and takes minutes in department faculty meetings, as needed. Coordinates departmental special events throughout the year.Independently prepares and processes P-Card Log transactions, processes fiscal documents, i.e. purchase order requests, inter-departmental orders, disbursement vouchers, online bill pay for faculty, in the KFS, RCUH, and UH Foundation systems. Also assists faculty in preparing service contracts/agreements with vendors. Logs, sorts, and distributes payroll to faculty/staff/students.Monitors incoming and outgoing documents from onset to completion; coordinates and initiates expediting actions, to include but not limited to: monitors and maintains personnel records and files for the faculty and staff; prepares and submits personnel action forms (PAF), for faculty and staff as it relates to full cycle onboarding and offboarding, promotions and tenure applications, contract renewals, evaluations, leave requests, employment status, and any other administrative support tasks as it relates to for civil service, APT, student (SECE), Graduate students, and faculty positions.Recruits and interviews student employees. Prepares and submits personnel forms for student hires. Plans daily work assignments for student employees. Reviews and approves the student's online timesheet in the SECE system. Supervises clerical staff and/or students as necessary to maintain efficient office operations and facilitate workflow.Maintains administrative, personnel, and program matter files pertaining to county and state activities related to research and extension, including plot and space allocation, and interagency programs and projects. Responsible for TPSS special event coordination throughout the year.Coordinates departmental inventory management activities for instructional, research, and administrative assets, including maintaining inventory records, tracking equipment and supply inventories, conducting periodic reconciliations, preparing required reports, and ensuring compliance with University and CTAHR inventory policies and procedures.With the Department Chair, assists and reviews the schedule of classes for each semester; includes completing the Schedule of Classes Form for any changes in class schedule and room reservations. Updates catalog and directories.Other duties…
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