Admin & Fiscal Support Specialist - 0097758T

University of Hawaii system; Kapolei (HI); On-site; USD 55,000 - 65,000; Full time

Job summary

University of Hawai'i system, located in Kapolei, HI, seeks an administrative professional to support the Office of the Vice Chancellor for Academic Affairs. This temporary, 11-month full-time role involves daily office operations, coordination with campus units, and processing updates for course cancellations and room changes.

The position requires a BA in Business Administration or related field, plus experience in business or HR administration, and strong communication skills to build

Qualifications

• Requires a baccalaureate degree and 1 year of professional experience in business or HR administration.
• Knowledge of business management, HR principles, and related laws/regulations.
• Ability to communicate effectively and build relationships with internal and external stakeholders.

Responsibilities

• Provide professional administrative support for OVCAA and liaise with campus units.
• Serve as primary contact for visitors and callers; route information and update course cancellations/room changes.
• Assist Operations Coordinator with academic personnel processes and confidential files for faculty and staff.
• Process and track faculty overloads, course loads, and schedule adjustments.
• Provide clerical support for payroll workflows and distribution of tax documents (W-2s, 1095-C).
• Coordinate distribution of course syllabi for division needs and accreditation reporting.
• Provide general clerical and supply support across seven divisions; manage schedules and room reservations.

Skills

Business Administration

HR administration

Communications

Office software

Education

Bachelor's degree in Business Administration or related field

Tools

STAR system

Kuali

Job description

Position Number: 0097758T

Hiring Unit: UH AT WEST OAHU, VC FOR ACADEMIC AFFAIRS

Location: Kapolei, HI

Date Posted: 10/30/2026

Closing Date: 11/17/2026

Band: A

Salary: salary schedules and placement information

Full Time/Part Time: Full-Time

Month: 11-month

Temporary/Permanent: Temporary

Duties and Responsibilities (*Denotes Essential Functions):

• *Provide professional administrative support for the Office of the Vice Chancellor for Academic Affairs (OVCAA); facilitating daily office operations and serving as a liaison with campus units (Chancellor’s Office, Student Affairs, Administrative Services).
• *Serve as a primary point of contact for visitors and callers, providing general academic program information, routing communications, and processing updates for course cancellations and room changes.
• *Assist the Operations Coordinator with academic personnel processes, including assembling, updating, and maintaining confidential files for faculty, lecturers, and student assistants.
• *Process and track faculty overloads, course, course loads, and schedule adjustments following established deadlines.
• *Provide clerical support for personnel and payroll workflows, including logging records and distributing paychecks and tax documents (W-2s, 1095-C).
• *Coordinate the collection and routine distribution of course syllabi to support division needs and accreditation reporting.
• Fulfill general clerical and supply requests for the seven academic divisions, including exam copying, routine IT/key requests, and mail distribution.
• Schedule conference rooms using reservation software, assist users with basic equipment operations (copiers, fax, Scranton machines), and submit supply orders according to University and State guidelines.
• Assign daily tasks to student assistants and monitor work accuracy according to established office procedures.
• Other duties as assigned.

Minimum Qualifications:

1. Possession of a baccalaureate degree in Business Administration, or related field and one (1) year of progressively responsible professional experience with responsibilities for business or human resources administration; 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 business management, human resources or personnel 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 human resources administration, business management, or related fields.
4. Demonstrated ability to recognize problems, identify possible causes and resolve the full range of problems that may commonly occur in the area of human resources administration or business 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 and apply word processing software.

Supplemental Minimum Qualifications:

1. Experience with database creation and management.
2. Knowledge of University of Hawai’i, higher education, or public sector organization applicable policies and procedures and relevant practices.
3. Experience using computerized human resources information systems, STAR and Kuali.

Please REDACTreferences to birth date and Social Security number on submitted documents. Letters of recommendation attesting to job performance and personal character are optional. Incomplete applications will not be considered. Applications are deemed incomplete if materials are unreadable. Materials submitted become property of the College and will not be returned.

Note:

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

Inquiries:

UH West Oahu Human Resources Office; [e-mail]

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/