Job Description

Posting number: 2026-02173

Department: University of Hawai'i - West O'ahu - Academic Affairs

Job classification: CASUAL

Posting type: Open

Categories: Administrative Assistant, Higher Education

Summary

UNIVERSITY OF HAWAII

Invites applications for the position of: (Casual Hire) Admin & Fiscal Support Specialist

OPENINGDATE: 10/09/2026

DESCRIPTION:

• * * * Applicants seeking short-term or part-time work with the University Hawai'i may apply for Casual Hire positions, which include administrative, professional, and technical (APT) or instructional-type positions. Because of the temporary nature of these appointments, Casual Hire employees are not eligible for most benefits as provided to regular BOR and Civil Service employees. Casual Hire appointments may last for up to 89 days for full-time employees, and up to 1 calendar year for part­ time employees.

Working Title: Admin & Fiscal Support Specialist

Hiring Unit: UH West O‘ahu – Academic Affairs

Location: Kapolei

Date Posted: 10/09/2026

Salary Range: $26.69/hour

Schedule: Up to 40 hours/week

Permanent/Temporary: Temporary

Funding: Federal

Job Duties and Responsibilities:

• Provide administrative support for all faculty recruitment.
• Prepares and arranges the placement of ads in various national publications.
• Prepare and maintain personnel files of faculty, lecturers and student assistants.
• Prepare appointment memoranda for Recruitment Committee members.
• Assist the Recruitment Committee with communication with applicants through the use of the online recruitment software.
• Assist with scheduling interviews and making necessary equipment arrangements for committee members' use.
• Provide assistance with the creation of faculty overload documents and gathering necessary signatures and approvals for processing.
• Assist with monitoring faculty course load during schedule changes and the course cancellation period.
• Assist with tracking overload payments for the academic year and summer.
• Maintain a log and distribute paychecks each pay period. Distributes W-2's, 1095c, and other payroll-related materials to all employees in the Academic Affairs offices. (Shall also assist with preparation of W-2 duplicate requests)
• Compose correspondence related to the instructional programs, such as position inquiries and lecturer application acknowledgements with the use of the online recruitment software.
• Assist with preparing hire packets for lecturer hiring processing.
• Input information into spreadsheets as expenses and transactions are incurred and invoices are processed.
• Determines which account to debit for expenditures- Maintains accurate records of transactions for all accounts under instruction.
• Maintains various inventories for the Instructional Program – equipment supplies, computers; prepares disposal and transfer applications according to established procedures.
• Provides administrative support to Instructional program faculty and lecturers.
• Coordinate conference room schedule and assist faculty and staff with reservations with room scheduling software and will attend necessary training to keep updated on system changes.
• Supervise student assistants to ensure various tasks can be accomplished according to established office format and deadlines.
• Assist with campus events.
• Oversee and manage course syllabi collection each semester and summer term and advises syllabi distribution to interested campus members in accordance with campus distribution policy.
• Maintains records of syllabi collection for Administration and Division use for course building processes and accreditation reports.
• Oversee and manage the communication and processes for course cancellation and room changes for all regularly scheduled classes.
• Process semi-annual reports on cancelled classes for administrators.
• Other Related Duties as deemed necessary for the efficient and smooth operation of the instructional program.

Minimum Qualifications:

1. Bachelor’s degree, or higher, from an accredited college or university. Relevant combinations of education, training, and professional experience may also be considered.
2. Prior experience working as an administrative assistant or in a similar administrative support role.
3. Strong proficiency with Microsoft Office applications, including Outlook, Word, Excel, Teams, and PowerPoint.

To Apply:

Click on the "Apply" button on the top right corner of the screen to complete an application and attach required documents. Applicant must submit the following: (1) resume; (2) cover letter indicating interest in the posit ion and how the minimum and desirable qualifications of the position are met; (3) the names and contact information (telephone number and email addresses) of at least three professional references.

Note: If you have not applied for a position before using NeoGov, you will need to create an account.

Inquiries: UHWO Human Resources Office, 808-689-2525, uhwohr@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.

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/