Administrative and Fiscal Support Specialist - Chancellor's Office

Administrative And Fiscal Support Specialist

The University of Hawai'i, Kapi'olani Community College, Office of the Chancellor, is seeking applications for the Administrative and Fiscal Support Specialist. The position coordinates executive calendars and travel; prepares and routes memoranda and meeting materials; curates minutes and action records for campus-wide meetings; maintains organized shared-drive records for the Chancellor's Advisory Council and Chancellor-led campus-wide meetings; and processes purchases, payments, and reimbursements for Chancellor's Office personnel and activities.

The position serves as the central administrative-processing resource for the office and builds collaborative working relationships across the College and with University, UH Foundation, and external partners.

Duties and Responsibilities

• Fiscal Services:
  Performs procurement functions, including the preparation of purchase orders, requisitions, invitations to bid, requests for proposals/quotations or proposal/bid/technical specifications.
• Prepares, facilitates, and/or processes direct payments, travel requests/completions, contracts, stipends and other related procurement and fiscal activities.
• Ensures that all goods and services are purchased in compliance with Federal, State and University guidelines and procedures.
• Assists with the preparation of a variety of reports.
• Performs monthly reconciliation of unit, department, and grant expenditures; generates monthly invoices ensuring compliance with funding requirements.
• Prepares reports and complex documents such as quarterly reports that require specific formatting; and gathers, interprets, and analyzes information and report results.
• Keeps abreast of current University policies, procedures, regulations, directives and State and Federal statutory requirements, i.e., Hawai'i Revised Statutes, Hawai'i Administrative Rules, and Federal Acquisition Regulations.
• Maintains accurate account of the departments' budget information and expenditures, develops financial spreadsheets, and performs regular audits and reconciliations as necessary.
• Receives training relative to policies and procedures in the fiscal arena.
• Prepares invitations to bid, Requests for Proposals/Quotations (RFPs/RFQs), technical specifications, contracts, and stipends.
• Monitors the Chancellor's Office's budget by tracking expenses in the University's Kuali Financial system, Research Corporation of the University of Hawai'i (RCUH) financial system, and SAP Concur.
• Manages and coordinates the administrative processing of purchases, payments, reimbursements, and vendor records specifically funded through UH Foundation accounts.
• Ensures that expenses are aligned in the program budget and comply with University policies and procedures. Makes recommendations to the chancellor, as necessary.
• Work collaboratively with the College's business office and grants office.
• Manages the contract renewal (CR) and Tenure & Promotion (T&P) process for all faculty members on campus including but not limited to drafting memos, managing the UH Online Tenure & Promotion System, assisting faculty members with questions, etc.
• Assists with developing and implementing internal workflow documents for personnel and recruitment paperwork.
• Manages all aspects of the recruitment process for faculty, staff, lecturers, casual hires, and student assistants, to include preparation and/or review of hiring forms and personnel forms.
• Coordinates, manages, and directs flow of recruitment and personnel paperwork within the units.
• Receives training relative to policies and procedures in the personnel and recruitment arena.
• Works collaboratively with the College's office of human resources.
• Assists in managing the Chancellor's and Executive…