Administrative & Fiscal Support Specialist

Description

Title: Administrative & Fiscal Support Specialist
Position Number: 0079246
Hiring Unit: College of Arts, Languages & Letters, School of Pacific & Asian Studies, Center for Korean Studies
Location: University of Hawaii at Manoa
Date Posted: July 22, 2025
Closing Date: August 5, 2025
Band: A
Salary: salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Permanent

Duties and Responsibilities:

• Under the direction of the Director of the Center for Korean Studies (CKS), perform a wide variety of professional administrative, fiscal and personnel duties to support the daily operations of the Center.
• Advises faculty and staff on applicable requirements and procedures regarding procurement, travel and personnel.
• Prepares, reviews and audits fiscal, travel, procurement and personnel documents for compliance with applicable University of Hawaii (UH), UH Foundation (UHF), Research Corporation of the University of Hawaii (RCUH), state, federal, contract rules and regulations.
• Communicates with vendors, solicits bid quotations, and follows through with timeliness of delivery and receipt of goods and services including status of payments to vendors.
• Develops and maintains an internal accounting system to track Center's encumbrances and expenditures to ensure Center's spending is within approved budget allocations for all funding sources.
• Manages UH, RCUH, and UH Foundation funds for the Center.
• Conducts monthly account reconciliations. Prepares budget status reports for the Center Director as necessary.
• Assists the Centers in preparing and reviewing budgets for grant proposals to funding agencies, working in coordination with CALL Business Office and Office of Research Services.
• Responsible for processing personnel transactions for the Center.
• Responsible for the logistic management of the Center for Korean Studies building facilities including reporting of necessary repairs and maintenance, upgrade/refresh of rooms, liaise with UH Facilities and/or vendors to ensure building safety and security.
• Manages scheduling of building use by UH departments and public/private organizations, reviews facilities use requests/agreements in accordance with the CKS building policy.
• Develops and implements internal office procedures and /or revises and streamlines when necessary.
• Responsible for the recruitment, supervision, training, and evaluation of student assistants.
• Assists director and staff with coordination of onsite visits by national and international dignitaries including planning and scheduling events, activities and services sponsored by the Center.
• Assists Director and staff to organize Center events/activities, as assigned; attends events to provide on-site support, including those that occur outside of normal business hours as necessary.
• Serves as back up to the Academic Support Specialist, as needed.
• Other duties as assigned.

• Denotes essential functions

• Possession of a baccalaureate degree in Arts & Sciences, Business Administration, or related field and 1 year(s) of progressively responsible professional experience with responsibilities for event coordination or program management; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
• Functional knowledge of principles, practices and techniques in the area of event coordination or program management 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 event coordination or program management.
• Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of event coordination or program management.
• 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, apply word processing software.
• Ability to work outside normally scheduled work hours, including evenings, weekends and/or holidays.
• Ability to travel independently to various on or off-campus locations in a timely manner.

• Familiarity with UH (Kuali, eTravel, etc.), RCUH, and/or UH Foundation Financial systems.
• Familiarity with Human Resources Information Systems (PeopleSoft, NeoGov, Online Leave, etc.).
• Demonstrated ability to assist with organizing conferences, symposia, and outreach events.
• Professional experience with responsibilities for administrative support.
• Demonstrated ability to read communications/correspondences and effectively communicate with internal and external organizations, groups, team members and individuals in Korean.
• Experience working in an institution of higher education.
• Proficiency in spreadsheet applications.

• A cover letter indicating how you satisfy the minimum and desirable qualifications,
• Current resume,
• Official transcripts (copies acceptable for application, but if selected, originals transcripts required upon hire),
• Names of three (3) professional references (including phone number and e-mail addresses).

EEO, Clery Act, ADA