Job Description

Posting number: 2026-01946

Department: Office of the Vice President for Community Colleges

Division: Administrative Affairs

Job classification: ADMINISTRATIVE SUPPORT

Posting type: Open

Categories: Administrative Assistant, Accounting and Finance, Purchasing, Business, Office and Administrative Support

Summary

Title: Administrative & Fiscal Support Specialist

Position Number: 0097513

Hiring Unit: Office of the Vice President for Community Colleges, Administrative Affairs

Location: Honolulu, HI

Date Posted: September 9, 2026

Closin Date: September 23, 2026

Pay Band: A

Salary : salary schedules and placement information

Full-Time/Part-Time: Full-Time

Month: 11-Month

Temporary/Permanent: Permanent

Duties and Responsibilities: (NOTE:**denotesEssential Functions)

1. **Provide support for budget and fiscal operations and administrative tasks across departments under the Office of the Vice President for Community Colleges (OVPCC), ensuring adherence to Federal, State, University, RCUH and UH Foundation policies and procedures.
2. **Approves purchases below $15,000, reviewing for appropriateness, compliance with applicable policies and procedures, and availability of funds.
3. **Prepares the issuance of appropriate fiscal and procurement documents. This also includes reviewing and approving documents for compliance with budgets and University policies.
4. **Responsible for the timely and accurate input for all timesheets and payroll into TAPS System for Casual and Overload appointments. Resolves discrepancies as necessary in conjunction with the Fiscal Administrator.
5. **Responsible for the timely and accurate approval and oversight of all payments for the Student Employment timesheet. Resolves discrepancies as necessary in conjunction with the Fiscal Administrator.
6. **Reviews and approves all intra-state and out-of-state travel requests and completion reports.
7. **Reviews, approves, and reconciles all P-Card transactions.
8. **Supports the procurement process by coordinating purchase requests and working with departments on all procurement types and related documentation.
9. Assists in the oversight and maintenance of the Kuali Financial System access for the Community Colleges.
10. Ensures that all payments are reconciled properly to the Kuali Financial System. Makes adjusting entries as necessary.
11. Assists the Accounts Payable system for the Community Colleges, initiating follow-up with vendors, departmental staff, campus administrators and University personnel as necessary to ensure timely and proper payments. Utilizes judgment to make decisions in rush payment situations.
12. Responsible for the accurate keeping of the Capital and Non-Capital Asset Inventory. Ensure all equipment on campus is properly recorded and accounted for. Resolves discrepancies as necessary.
13. Recommends changes in internal policies to ensure effectiveness and efficiency in operations.
14. Conducts training sessions for faculty and staff on campus whenever changes are made in policies and/or procedures.
15. Fields questions independently on routine procurement and fiscal matters, seeking guidance from supervisor only on unusual, complex, or sensitive situations.
16. Works in conjunction with the Fiscal Administrator to assist campus administrators, University officials, and outside vendors to resolve problem situations.
17. Other duties as assigned.

MinimumQualifications

1. Possession of a baccalaureate degree in Business Administration, Accounting, Finance, or related field and 1 year(s) of progressively responsible professional experience with responsibilities for Accounting, Auditing, Finance, or Management; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
2. Functional knowledge of principles, practices and techniques in the area of governmental accounting, finance, or business administration as demonstrated by knowledge, understanding and ability to apply concepts, terminology.
3. Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with higher education or business management.
4. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of Accounting, Auditing, Finance, or Management.
5. Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.
6. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members and individuals.
7. Demonstrated ability to operate a personal computer, apply word processing software

Supplemental Minimum Qualifications

1. Demonstrated ability to prioritize and complete multiple tasks with competing deadlines.
2. Demonstrated ability to analyze, interpret, and use sound logic and judgment when applying policies and procedures.
3. Demonstrated ability to produce work that is detail oriented, accurate, neat, and organized and must be able to follow up on assigned tasks through satisfactory completion.

DesirableQualifications

1. Familiarity or work experience with the Kuali Financial System (KFS) and/or RCUH Financial Portal.
2. Evidence of ability to effectively perform work under conditions of multiple priorities, deadlines, and interruptions.
3. Familiarity and experience with UH policies and procedures and UH accounting and personnel systems.
4. Evidence of strong or ganizational skills, communication skills, and interpersonal skills.

To Apply:

Click on the "Apply" button to complete an application and attach the following required documents:

1. Cover Letter indicating how you meet the minimum and desireable qualifications of the position;
2. Resume;
3. Name and contact information (telephone number and email address) of at least three (3) professional references; and
4. Graduate and Undergraduate academic transcript(s) showing name and institution, degree, and courswork to date appropriate to the position. (Copies are acceptable, but original transcripts will be required at the time of hire.) Applicatons lacking copies of transcripts will be reviewed based on work experience equivalency to meet minimum qualifications. Transcripts issued outside of the United States of America require a course-by-course analysis with an equivalency statement from an agency having membership with the National Association of Credential Evaluation Services, Inc., verifying the degree equivalency to that of an accredited institution within the USA. Expense of the evaluation shall be borne by the applicant.

Late, incomplete, or unreadable application materials will not be considered. Academic record/grade summaries will not be accepted. Diplomas and copies will NOT be accepted. Please REDACT references to social security numbers and birth date on submitted documents.

NOTE: Please create a new account if this is the first time applyiing for a position using NeoGov.

Inquiries: Community College Human Resources Office: cchro@hawaii.edu

Examples of duties

The University of Hawai'i is an Equal Opportunity Institution and is committed to a policy of nondiscrimination in employment, including on the basis of veteran and disability status. For more information, visit: https://www.hawaii.edu/offices/eeo/policies/

Employment is contingent on satisfying employment eligibility verification requirements of the Immigration Reform and Control Act of 1986; reference checks of previous employers; and for certain positions, criminal history record checks.

In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, annual campus crime statistics for the University of Hawai'i may be viewed at: https://www.hawaii.edu/titleix/help/campus-security/, or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office.

In accordance with Article 10 of the unit 08 collective bargaining agreement, bargaining unit members receive priority consideration for APT job vacancies. As a result, external or non BU 08 applicants may not be considered for some APT vacancies. BU 08 members with re-employment rights or priority status are responsible for informing the hiring unit of their status.

Accommodation Request: The University of Hawai'i complies with the provisions of the Americans with Disabilities Act (ADA). Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the EEO coordinator directly. Determination on requests for reasonable accommodation will be made on a case-by-case basis. For further information, please refer to the following link: https://www.hawaii.edu/offices/eeo/accommodation-request/