Job Description

Posting number: 2026-01460

Department: Office of the Vice President for Research and Innovation System

Division: Applied Research Laboratory

Job classification: ADMINISTRATIVE SUPPORT

Posting type: Open

Categories: Administration, Clerical & Data Entry, Accounting and Finance, Higher Education, Business, Office and Administrative Support

Summary

Title: Administrative & Fiscal Support Specialist

Position Number: 0096982T

Hiring Unit: Office of the Vice President for Research and Innovation (OVPRI), Applied Research Laboratory (ARL)

Location: Manoa Innovation Center (MIC)

Date Posted: September 9, 2026

Closing Date: September 30, 2026 @ 11:59pm

Band: A

Salary: salary schedules and placement information

Additional Salary Information: Commensurate with education and experience

Full Time/Part Time: Full Time

Temporary/Permanent: Temporary

Other Conditions: This position is subject to availability of 100% Federal Funding and is annually renewable contingent on performance and/or availability of funds.

Duties and Responsibilities

(** denotes essential functions)

• ** Provides administrative and fiscal support to the Applied Research Laboratory at the University of Hawai'i, including requisitions, purchase orders, travel arrangements, P-Card transactions, inventory control, expenditures, and monthly budget reports.
• **Supports the preparation, drafting, completing, and disseminating of monthly budget status reports and DIs (distribution of income).
• **Facilitates the review and verification of proposals and budgets to ensure alignment with funding solicitations, applicable laws, regulations, and sponsor as well as University of Hawai'i policies.
• **Assists with the creation, updating, correction, and maintenance of database records for extramurally sponsored proposals, awards, subawards, and related documents.
• ** Serves as the primary contact for proposal, award, and subaward management activities, including responding to inquiries, ensuring timely execution of documents, resolving compliance concerns, tracking unfunded proposals, validating document completion, and systematically filing records in the official extramural document repository.
• **Assists in reviewing and submitting post-award change requests to extramural sponsors, acting as an institutional liaison for post-award changes requiring institutional oversight.
• ** Coordinates with University of Hawai'i stakeholders to track and ensure compliance with award conditions, emphasizing the timely submission of required reports and adherence to all guidelines.
• ** Ensures the accuracy and relevancy of data related to workload assignments, compiling periodic reports on individual workload status and progress to support administrative and institutional purposes, as requested.
• ** Engages in training programs covering extramural proposals, awards, subawards, and applicable governmental laws, regulations, and University of Hawai'i policies to ensure thorough understanding and compliance.
• Other duties as assigned.

Minimum Qualifications

Education and Professional Work Experience:

• Possession of a baccalaureate degree in Business Administration or related field and 1 year(s) of progressively responsible professional experience with responsibilities for financial management; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

Knowledge, Skills and Abilities:

• Functional knowledge of principles, practices and techniques in the area of governmental accounting, finance, or business administration demonstrated by knowledge, understanding and ability to apply concepts, terminology.
• Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with financial or government accounting, purchasing/contracting management and payments.
• Demonstrated ability to recognize problems, identify possible causes and resolve.
• Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.
• Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members and individuals.
• Demonstrated ability to operate a personal computer and apply word processing software, including Microsoft Office, Google Applications, and Microsoft Teams.

Desirable Qualifications:

• Familiarity or work experience with the Kuali Financial System (KFS) and/or RCUH Financial Portal.
• Knowledge of the policies and procedures of UH and Research Corporation of the University of Hawaii.

To Apply:

Select the "Apply" button in the top right corner of the screen; first-time NeoGov users will need to create an account. Please ensure your application includes the following materials:

• Cover Letter: A letter detailing your interest and how you meet both the minimum and desirable qualifications. All minimum qualifications must be met by the closing date to be considered.
• Resume/CV: A current professional resume or curriculum vitae.
• Professional References: The names, telephone numbers, and email addresses of three (3) professional references.
• Unofficial Transcripts: Copies of unofficial transcripts are required for the application, though official versions must be provided upon hire. Please note that copies of diplomas and academic summaries are not acceptable substitutes.
• Foreign Credential Evaluation: For degrees earned outside the U.S., you must provide a course-by-course analysis and equivalency statement from a NACES-member agency at your own expense.

Important Note: To protect your privacy, do not include any photos, Social Security Numbers, or dates of birth in your packet. Only the most recent application will be reviewed, and all submitted materials become the property of the University of Hawai’i. Please ensure all documents are complete and legible to be considered by the search committee. Incomplete applications will not be considered.

Inquiries:

Victoria Burkley; vburkley@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/