Admin & Fiscal Support Specialist (pos #0079741)

University of Hawai'i; Hilo (AR); On-site; USD 50,000 - 70,000; Full time

Job summary

The University of Hawai'i at Hilo is hiring an Admin & Fiscal Support Specialist to support the College of Arts and Sciences (CAS). The role handles budgets, payroll, purchasing, and records while coordinating with a multidisciplinary faculty and staff.

You will work closely with the CAS Dean and CAS staff, ensuring financial compliance and timely processing of transactions, travel, and procurement. This permanent, 11-month, full-time position emphasizes organizational excellence and service

Qualifications

• Bachelor's degree and 1 year of professional experience in fiscal or business administration.
• Knowledge of fiscal, budget management, and HR-related concepts.
• Ability to communicate clearly in writing and verbally with diverse groups.
• Ability to use a PC and word processing software effectively.

Responsibilities

• Assist with CAS and Kuleana & Community activities including budgeting and procurement.
• Plan and budget for program activities and CAS events.
• Prepare purchasing requests and ensure compliance with laws and policies.
• Monitor payroll and personnel records; handle travel authorizations and reimbursements.
• Obtain quotes, contact vendors, and manage bids and acquisitions.
• Maintain college websites, newsletters, and marketing materials as needed.
• Staff CAS Office operations including reception and referrals to staff.
• Provide coverage to CAS units as directed by the Dean.
• Prepare and analyze program data; submit reports to the CAS Dean.
• Other duties as assigned.

Skills

Management support

Budget & payroll

Communication

Office administration

PC & word processing

Education

Bachelor's degree

Tools

Microsoft Word

Microsoft Excel

Job description

Summary

Title: Admin & Fiscal Support Spec

Position Number: 0079741

Hiring Unit: C OF A&S UHH, A&S DEANS OFF, A&S DEANS OFF

Location: UH at Hilo

Date Posted: September 18, 2026

Closing Date: October 2, 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 October 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. This Fiscal and Administrative Support Specialist position serves a vital role in the CAS Office by providing a wide variety of support to ensure the efficient operation of the entire College. The incumbent will work directly with the CAS Dean and collaborate with faculty and staff of the Humanities and Social Sciences Divisions.

Duties and Responsibilities

1. Under the direction of the Dean of the College of Arts and Sciences, this position works closely with the Secretary III and the Senior Administrative Officer in the Dean's Office and in tandem with the Secretary II in the Humanities Division, the APT in the Social Sciences Division, and the Kuleana & Community Coordinator.
2. Assists with all aspects of CAS and Kuleana & Community huaka`i, service learning, and fieldwork course organization and planning, including the arrangement, purchase, and payment of transportation, food, and fees for classes visiting and working in the community.
3. Assists the CAS Dean and Dean's Office staff in planning and budgeting for various program activities and CAS events.
4. Assists in the preparation and processing of purchasing requests for any purchases in compliance with applicable laws, policies, procedures, rules, and regulations.
5. Monitors, prepares, reviews and submits personnel and payroll documents; arranges for travel authorizations and reimbursements; researches and purchases supplies, equipment, and services; maintains and safeguards fiscal and personnel records and files.
6. Prepares and submits requisitions, information for bids, bid specifications, technical specifications, and requests for quotations; contacts vendors and obtain quotes, following applicable laws, policies, procedures, rules and regulations.
7. Maintains and updates the college and departmental web sites, newsletters, and marketing media and materials as needed.
8. Assists in staffing the CAS Office, including receiving appointments and walk-ins, answering phones and referring to proper staff.
9. At the direction of the Dean, provides assistance and coverage, as necessary, to CAS units (i.e. Divisions and Departments).
10. Resolves operational and administrative matters in accordance with current policies, procedures, and directives using proper discretion.
11. Assists in preparation of special reports, project proposals, and analysis of program activities utilizing program data and information. Submits program and College reports to CAS Dean upon request.
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 management support 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 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 plan, organize, and direct the administrative business of an active office setting.
2. Demonstrated ability to prepare, implement, monitor, and safeguard budgets, payroll, personnel, purchasing, equipment, contracts, and other financial records.
3. Ability to monitor orders from onset to completion; coordinates and initiates expending actions.

Desirable Qualifications

1. Professional experience in working with faculty and students in a university setting.
2. One year of successful administrative experience in a higher education institution setting, including office support, purchasing, personnel, and record keeping.
3. Ability to maintain and manage department websites using University platforms.
4. Functional knowledge of student registration and information systems.
5. Functional knowledge of UH Foundation financial processes, including preparing processing payments and managing accounts.
6. Experience in preparing and processing travel requests.
7. Functional knowledge of financial systems, ability to interpret unit summaries by different account codes and write reports.
8. Demonstrated knowledge of database management, data mining software, financial systems, and spreadsheets.
9. Demonstrated ability to interpret and present information and ideas.

Inquiries: Davelyn Cruz, [e-mail]

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