Executive Admin & Finance Support Specialist

University-of-Hawaii-System; Honolulu (HI); On-site; USD 55,000 - 70,000; Full time

Job summary

University of Hawai'i at Manoa, College of Tropical Agriculture and Human Resilience, is hiring an Admin & Fiscal Support Specialist to handle office administration, budgeting, and coordination for the Associate Dean for Extension. The role requires organizing calendars, arranging meetings, processing transactions, and preparing reports and Powell of Work materials.

Essential duties include maintaining records, supporting staff development, and ensuring compliance with university policies.

Qualifications

• Possession of a baccalaureate degree in business, liberal arts, communications or related field and 1 year(s) of progressively responsible professional experience with responsibilities for business 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 business management demonstrated by learning, understanding, and applying concepts and terminology.
• Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations, and systems associated with business management.
• Demonstrated ability to recognize problems, identify possible causes, and resolve the issues that may commonly occur in the area of administration.
• Demonstrated understanding of oral and written documentation, writing reports and procedures, and communicating effectively in various 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, spreadsheet, and presentation software.

Responsibilities

• Serves as the Administrative, Professional, Technical position (APT) to the Associate Dean for Extension for the College of Tropical Agriculture and Human Resources (CTAHR).
• Responsible for the administrative duties for the Office of the Associate Dean for Extension by acting promptly and collaboratively within a framework of established policies, procedures, and work expectations.
• Arranges daily schedule for the Associate Dean, considering the urgency of business and work schedule.
• Coordinates and manages meetings for the Associate Dean, including making all necessary arrangements for meetings, appointments, speaking engagements, and conferences with university officials, administration, faculty, and stakeholders. Ensures that all pertinent information and other requirements needed by the Associate Dean to conduct these events are available.
• Assist the Associate Dean for Extension Office's staff in coordinating events by following university procedures and policies and completing all necessary forms and documents.
• Prepares periodic and statistical reports and presentations for the Associate Dean for Extension by researching and compiling data from various sources.
• Coordinates the facilitation and processing of Extension-related Plans of Work (POW).
• Monitors impact reporting and compliance of faculty and staff in the Program Evaluation and Reporting System (PEARS) and composes annual summaries and reports.
• Disseminates information relating to CTAHR's Cooperative Extension to County offices, statewide Extension programs, College Administrators, and other Land Grant Universities.
• Assists the Associate Dean with the professional development of Extension employees (i.e., staff, Agents, and Specialists), by organizing Extension professional development meetings, supporting implementation of new employee orientations, recruitment and selection of Western Extension Leadership Development (WELD) interns, and Hoku Award recipients.
• Works closely with the Associate Dean for Extension to develop, implement, evaluate, and maintain an Extension Awards program.
• Prepares travel documents for staff and procures materials for recruitment and retention events, following university procedures and policies, and completes all necessary forms and documents.
• Processes financial transactions through Kuali Financial System (KFS), Concur, the Research Corporation of the University of Hawai'i (RCUH) Financial Portal, eTravel, and University of Hawai'i Foundation (UHF) financial systems and maintains accurate records of UH, RCUH, and UH Foundation budget and expenditure reports.
• Manages contracts (including reporting and budgeting) from various agencies and organizations.
• Prioritizes work to ensure deadlines are met, which may involve disseminating information to department support staff and informing them of deadlines for submitting data.
• Coordinates the distribution of incoming and outgoing correspondences, reports, and other materials among CTAHR Administration, including but not limited to determining whether supporting data are essential and complete before distributing the correspondences and checking for grammatical and formatting edits.
• Works to provide pertinent background information which call for the attention of the Associate Dean for Extension on matters requiring immediate attention. Handles telephone, email, written requests, and routine correspondence, including replies that do not require the Associate Dean for Extension's attention promptly.
• Maintains up-to-date files of all correspondence covering a wide range of subject matter, including files of all extension related policies, procedures, programs, correspondence, reports, and records electronically and via hard copy. Scans and archives materials as needed.
• Represents CTAHR's Associate Dean for Extension's Office by responding to general inquiries about CTAHR and their extension program inquiries via in-person visits, telephone, and email and making referrals when necessary.
• Trains and supervise student assistants as needed.
• Other duties as required.

Skills

Organizational skills

Communication skills

Problem solving

Team collaboration

Education

Bachelor’s degree in business, liberal arts, communications or related field

Tools

Word processing

Spreadsheet software

Presentation software

Job description

University of Hawai'i at Manoa, College of Tropical Agriculture and Human Resilience, is hiring an Admin & Fiscal Support Specialist to handle office administration, budgeting, and coordination for the Associate Dean for Extension. The role requires organizing calendars, arranging meetings, processing transactions, and preparing reports and Powell of Work materials.

Essential duties include maintaining records, supporting staff development, and ensuring compliance with university policies.