Oceanography Admin & Fiscal Support Specialist

University-of-Hawaii-System; Honolulu (HI); On-site; USD 50,000 - 70,000; Full time

Job summary

The University of Hawai'i System's SOEST Oceanography department seeks a full-time Admin & Fiscal Support Specialist to assist faculty, postdocs, and students with administrative and financial duties. You will prepare travel requests, review procurement paperwork, manage budgets, assist with hiring and visa processes, and coordinate with vendors, ensuring adherence to UH policies and timelines.

This position begins November 2026 and may convert to permanent.

Qualifications

• Possession of a baccalaureate degree in Business Administration, Education, Oceanography, STEM or related field.
• 0 year(s) of progressively responsible professional experience with responsibilities for general business management.
• Functional knowledge of principles, practices, and techniques in the area of business management, procurement and/or financial management demonstrated by knowledge, understanding, and ability to apply concepts and terminology.
• Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations, and systems associated with business management, procurement, and/or financial management.
• Demonstrated ability to recognize problems, identify possible causes, and resolve the full range of problems that may commonly occur in the business management, procurement, and/or financial 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 and apply word processing software.

Responsibilities

• Provide administrative and fiscal support to the Oceanography Department Faculty and their associated research groups, including post-doctoral researchers and students.
• Responsible for the preparation and review of travel requests and completion reports for faculty, staff, and students to attend meetings, conferences, and participation in field research programs.
• Independently determines appropriateness of various fiscal and personnel documents and recommends alternatives as necessary following established policies and procedures.
• Assist members on various fiscal policies and procedures. Also provides guidance on various procurement issues, including travel, within established policies and procedures.
• Responsible for the procurement and inventory of all supplies, services, and expediting of payments. Advise Principal Investigators with the proper procurement policies/procedures for large equipment purchases.
• Monitor Principal Investigators budget reports from the fiscal office and ensure purchases are within the budget.
• Prepare and audit necessary fiscal documents in accordance with established policies and procedures, including purchase requisitions for purchase of laboratory equipment and supplies, airfares, payments, and reimbursements on time.
• Establish and maintain good relations with vendors regarding clarifications of quotes, purchase orders, and payments.
• Assist new foreign researchers/visitors with appropriate visa applications. Complete required visa request paperwork, obtain signatures, and submit all forms to the appropriate office in a timely manner to ensure visa will be obtained prior to appointment date.
• Prepare and audit paperwork for hiring new personnel, including but not limited to graduate assistants, postdoctoral appointments, technicians, and student help. Determines the most appropriate hiring source and submits timesheets as needed.
• Prepare and audit overload forms for both faculty and graduate assistants. Prepare and submit associated payment forms as required.
• Provide staff support on Procurement Card (P-Card) transactions. Independently determines correct reallocations and input of appropriate budget and account codes in the Kuali Financial System (KFS).
• Utilize software programs used by the campus and UH System, including KFS, eTravel, and the RCUH procurement system, to process various fiscal documents.
• Other duties as assigned.

Education

Baccalaureate degree in Business Administration, Education, Oceanography, STEM or related field

Job description

The University of Hawai'i System's SOEST Oceanography department seeks a full-time Admin & Fiscal Support Specialist to assist faculty, postdocs, and students with administrative and financial duties. You will prepare travel requests, review procurement paperwork, manage budgets, assist with hiring and visa processes, and coordinate with vendors, ensuring adherence to UH policies and timelines.

This position begins November 2026 and may convert to permanent.