Admin & Fiscal Support Specialist

Full-Time Temporary

Job Number

University of Hawai'i at Manoa - School of Ocean and Earth Science and Technology

Opening Date

09/18/2026

10/7/2026 11:59 PM Hawaii

Position Number:

0097632T

Title:

Admin & Fiscal Support Spec

Position Number: 0097632T

Hiring Unit:

School of Ocean and Earth Science and Technology (SOEST)

Other Conditions:
To begin approximately November 2026. Continuation subject to availability of funds and satisfactory performance.

Duties and Responsibilities (
* denotes essential functions)

1.
* Provides administrative and fiscal support to the School of Ocean and Earth Sciences and Technology (SOEST) under the direction of the Director of Administrative Services. Provides assistance to units and/or programs as assigned.

2.
* Assists in the day-to-day planning, management, and coordination of program and project initiatives and events.

3.
* Responsible for the day-to-day office operations including office communication and disseminating information, maintaining and managing an effective filing system (including for confidential information), maintaining department inventory of supplies and equipment, developing and updating internal administrative procedures, scheduling appointments and use of conference rooms, coordinating incoming and outgoing mail and deliveries, greeting and orienting newcomers and visitors, etc.

4.
* Supervises and trains student assistants with daily administrative operations procedures and practices within the office. Takes corrective action as necessary.

5.
* Ensures all goods and services are purchased in compliance with established Federal, State, and University policies and procedures.

6. Receives and attends training to ensure compliance with applicable laws, rules, policies, procedures and practices.

7.
* Advise members on various fiscal policies and procedures. Provides recommendations on various procurement issues, including travel, within established policies and procedures.

8.
* Prepares and audits various fiscal documents such as purchase orders, authorization for payment, travel request and completion reports, purchasing card, etc. Creates and maintains records and spreadsheets for travel reports.

9.
* Responsible for the procurement and inventory for departmental supplies, services and equipment. Initiates follow-up action with vendors and departmental requisitioners to ensure timely and proper payment.

10.
* Prepares PCard purchases and reconciliation in accordance with University regulations.

11.
* Assists in monitoring expenditures in accordance with specific budget guidelines; reconciles accounts and maintains records to facilitate the oversight of department funds.

12.
* Assist new foreign researcher/visitors with appropriate visa applications. Complete required visa request paperwork, obtains signatures & submit all forms to the appropriate office in a timely manner to ensure visa will be obtained prior to appointment date.

13.
* Prepares and audits paperwork for hiring UH and RCUH personnel, including but not limited to casual, temporary and permanent UH hires, graduate assistants, and student assistants. Determine the most appropriate hiring source. Assists with submitting timesheets as needed.

14.
* Prepares and audits overload forms for both faculty and graduate assistants. Assist with preparing and submitting associated payment forms as required.

15.
* Provides advice and guidance to Principal Investigators (PIs) on the timeline of contracts and grants processing which encompasses the beginning of the proposal to the end of the project. Also keeps abreast of various deadlines as needed.

16.
* Assists assigned unit's Department Chair and Graduate Chair with department and program operations, e.g. drafts and routes departmental documents (memos, job postings, graduate assistantship offers, faculty reappointments), responds to internal and external requests, assists with course scheduling and catalog updates.

17.
* Assists assigned unit's Admissions Chair with fielding program inquiries, receiving, organizing and reviewing student applicant files, assisting prospective students with the application process, serving as a liaison and point of contact for prospective and incoming students.

18.
* Maintains educational records for assigned unit's students including data, progress forms, and evaluations.

19.
* Assists with collecting and summarizing data for internal and external program and evaluation activities (e.g. for internal requests, ABET accreditation or extramural grant…