Admin & Fiscal Support Specialist (pos #0095620)

Posting number: 2026-01701

Department: University of Hawai'i at Hilo

Division: College of Arts and Sciences - Social Sciences Division

Job classification: ACADEMIC SUPPORT

Posting type: Open

Categories: Higher Education, Social Sciences, Office and Administrative Support

Summary

Title: Admin & Fiscal Support Specialist
Position Number: 0096520
Hiring Unit: C OF A&S UHH, SOCIAL SCI, SSCI DIV OFF
Location: UH at Hilo
Date Posted: August 6, 2026
Closing Date: August 20, 2026
Band: A
Salary: salary schedules and placement information
Full Time/Part Time: Full-Time
Month: 11-month
Temporary/Permanent: Permanent

Other Conditions: Appointment to begin approximately September 2026, pending position clearance and availability of funding.

Position Overview:

The University of Hawai'i at Hilo (UH Hilo) is a public liberal arts and sciences university on the Island of Hawai'i, recognized for its integration of cultural immersion and place-based research that leverages the island’s extraordinary geological, biological, and cultural diversity. A comprehensive, regional campus within the ten-campus University of Hawai'i system, UH Hilo offers high-quality undergraduate and select postgraduate education, with distinctive strengths in areas such as marine science, geology, astronomy, and Hawaiian language revitalization, while advancing research, scholarship, and creative activity that support community needs, environmental stewardship, Indigenous knowledge systems, and workforce development priorities for the State of Hawai'i.

The College of Arts and Sciences (CAS) is one of the two largest colleges at the University of Hawai'i at Hilo with two major divisions: Humanities and Social Sciences. CAS offers Bachelor of Arts (BA) degrees, Bachelor of Science (BS) degrees, Master's degrees, and specialized undergraduate certificates in various programs. Utilizing the unique educational environment at UH Hilo, CAS prepares students for professional careers by providing students with an opportunity to achieve a common basis for intellectual discourse that satisfies the demands of both profession and citizenship.

The Fiscal and Administrative Support Specialist position serves a vital role the CAS Social Sciences Division Office providing a wide foundation of support for the faculty, students, and staff. Under the direction of the Social Sciences Division Chair, this position works closely with the Senior Administrative Officer in the College of Arts and Sciences.

Duties and Responsibilities (* denotes essential functions):

1. * Assists in staffing the Social Sciences Office, receives appointments and walk-ins, answers phones and routes to proper staff. Submits financial and fiscal reports to Social Sciences Division Chair.
2. * Works with College Administrative Officer to monitor, prepare, review and submit personnel and payroll transaction forms (e.g. SF-I, HRD-I, Form 5B, Form 6, etc.) and other necessary documents to hire, retain, and terminate staff, faculty and lecturers.
3. * Research and purchase supplies and office equipment. Assists with maintaining inventory and orders office supplies as needed, in coordination with the College Administrative Officer and Dean’s Secretary.
4. * Prepares and submits requisitions, information for bids, bid specifications, technical specifications, and requests for quotations; contacts vendors and obtains quotes; assists in the preparation and processing of purchasing requests for proprietary or sole-source purchases and travel requests in compliance with applicable laws, policies, procedures, rules, and regulations.
5. * Assists with all aspects of Social Sciences events, service learning, and fieldwork course organization and planning, including the arrangement, purchase, and payment of transportation, food, and fees for classes visiting and working with the community.
6. * Maintains and monitors internal accounting and fiscal records for general funds, special funds, external funds and UH Foundation funds. Work with RCUH and/or RAPD on the Division’s accounting, fiscal/financial and procurement matters as needed for grant projects.
7. * Assists in the recruitment and on-boarding of student employees, including posting of student jobs on SECE, entering student data, assisting in completion of forms, reviewing time sheets, and SECE follow up.
8. * Assists the College Administrative Officer and Dean’s Secretary with conducting of faculty and staff searches. Arranges, submits, and places advertisements for publication; arranges interviews and travel as appropriate.
9. Assists the College Administrative Officer with preparing travel arrangements utilizing the eTravel system, including preparing travel requests, travel completion reports, and other accompanying forms for Division personnel.
10. Enters data in the STAR and Banner online system for student registration, modification, and override permits, as well as student record and registration information.
11. Maintains and periodically updates the college and departmental web sites, newsletters, and marketing media and materials.
12. Other duties as assigned.

Minimum Qualifications:

1. Possession of a baccalaureate degree in any field and one (1) year of professional experience with responsibilities for fiscal or business administration in a university or office setting; 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 institutional accounting and purchasing, procurement and human resources administration 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 fiscal and budget management and human resources.
4. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of fiscal and budget management field.
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, and apply word processing software.
   

Supplemental Minimum Qualifications:

1. Demonstrated ability to prepare, implement, monitor, and safeguard budgets, payroll, personnel, purchasing, equipment, contracts, and other financial records.
2. Demonstrated ability to plan, organize, and direct the administrative business of an active office setting.
3. Ability to monitor orders from onset to completion; coordinates and initiates expending actions.

Desirable Qualifications:

To Apply:  Click on the “Apply” button on the top right corner of the screen to complete an application and attach each required document.  A complete application must include:
       1. Cover letter explaining how each minimum and desirable qualification is met
       2. Current resume 
       3. The names and addresses, email addresses and telephone numbers of three [3] current
           professional references
      4. Transcript(s) showing degrees and course work appropriate to the position (copies are acceptable; however, original official transcripts will be required prior to employment.
 
Please do not include any self-identifying photos. Please redact references to Social Security number and birth date on transcript copies. Copy of diplomas will NOT be accepted. Documents issued from an institution outside 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. All requested documents/information become the property of the University. All minimum qualifications must be met by the closing date. Incomplete applications will not be considered. Failure to submit all required documents and reference information shall deem an application to be incomplete.
 
Note: If you have not applied for a position before using NeoGov, you will need to create an account.

Inquiries: Kerri Inglis, inglis@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/   

Equal Opportunity Employer / Veterans / Disabled