Work at UH Advertisement

Institutional Support (Admin & Fiscal Support Sp)
Position Number:
Hiring Unit:
VP for Academic Planning and Policy
Manoa Campus
Date Posted:
July 09, 2018
Closing Date:
July 24, 2018
Additional Salary Information:
PBA, minimum $3,632/mo.
Full Time/Part Time:
Full Time

Duties and Responsibilities
  1. Provides the full range of administrative/fiscal/budgetary support services and serves as the primary office contact.
  2. Prepares and issues fiscal-related documentation such as requisitions, purchase orders, sole source purchases, requests for quotations and others, in compliance with applicable laws, rules, regulations, policies and procedures
  3. Prepares and processes a variety of administrative documents related to office operations such as travel, training/conference registration, professional memberships/subscriptions, inventory control and others.
  4. Manages office functions effectively such as servicing/maintenance of equipment and facilities, maintain supplies, informing staff regarding office-related information and others.
  5. Coordinates outside services such as facilities, telecom, information technology support, etc. as needed.
  6. Maintains accurate and complete records and reports of all administrative activities and processes.
  7. Generates and maintains an accurate and up-to-date daily calendar for AVP and the office calendar of events and activities.
  8. Oversees and maintains the content of the office’s websites.
  9. Plans and coordinates meetings, events and conferences on behalf of the office and the AVP.
  10. Provides logistical support for meetings, events, and conferences coordinated by the office.
  11. Assists with the preparation of meeting, event, and conference materials including duplicating and distributing materials and picking up food and supplies as necessary.
  12. Prepares recurring and special reports – both administrative and academic – as assigned.
  13. Identifies appropriate data sources; extracts, analyzes and manipulates data; and prepares reports in requested formats.
  14. Provides similar support for Office of the Vice-President, as assigned.
  15. Manages and maintains the budgets for this office.
  16. Hires and supervises the work of student assistants.
  17. Other duties as assigned
Minimum Qualifications
  1. Possession of a baccalaureate degree in education, business administration, humanities, social sciences, STEM or related field and 1 year of progressively responsible professional experience with responsibilities for project/program management and/or administrative support; 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 project/program management and/or administrative 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 project/program management and/or administrative support.
  4. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of project/program management and/or administrative support.
  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.
  8. Ability to understand and follow oral and written instructions independently.
  9. Ability to meet critical deadlines, think independently, work effectively in a team, remain flexible to ongoing changes resulting from the nature of the department.
  10. Strong organizational skills and attention to detail.
  11. The ability to multi-task and implement efficient processes.
  12. Ability to competently use and apply spreadsheet software (e.g., MS Excel).
Desirable Qualifications
  1. Ability to develop and modify webpages.
  2. Knowledge of UH financial management systems such as eTravel, Kuali Financial, etc.
  3. Experience with regulations, policies and procedures related to UH systemwide activities.
  4. Administrative experience with academic and support programs in a public university.
  5. Ability to travel in a timely and efficient manner to various locations on Oʻahu to conduct errands and support meetings/events.

To Apply:
Visit and search for Position Number 78182 to submit an application.

The University of Hawaiʻi is an equal opportunity/affirmative action institution and is committed to a policy of nondiscrimination on the basis of race, sex, gender identity and expression, age, religion, color, national origin, ancestry, citizenship, disability, genetic information, marital status, breastfeeding, income assignment for child support, arrest and court record (except as permissible under State law), sexual orientation, domestic or sexual violence victim status, national guard absence, or status as a covered veteran.

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 Hawaii may be viewed at:, or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office.

In accordance with Article 10A 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.