Work at UH Advertisement

Institutional Support (Admin & Fiscal Support Sp)
Position Number:
Hiring Unit:
Study Abroad Center
Date Posted:
July 09, 2018
Closing Date:
July 20, 2018
Full Time/Part Time:
Full Time
Temporary - Not to Exceed: June 30, 2019

Other Conditions:
Continuation dependent upon operational needs, satisfactory performance and availability of funds.
Duties and Responsibilities
  1. Assists with the day-to-day fiscal and administrative duties, including reviewing, monitoring, and processing all financial aspects of the Study Abroad Center operations that involve multiple programs and students throughout the world.
  2. Assists study abroad students on procedures, process, requirements, estimated costs, etc.
  3. Interfaces w/university accounting units for student fee payments; study abroad employees, students, faculty, cashiers office, financial aid services, UH disbursing office and fiscal administrators, and RCUH personnel.
  4. Establishes and maintains student accounts on Banner student information system and verifies that all study abroad student related fees for overseas disbursements are posted/recorded in a timely manner.
  5. Monitors Banner for the timely payment by all study abroad participants.
  6. Responsible for accounts receivable functions by ensuring all study abroad student funds are transferred from UHM financial system to RCUH for final payment & processing; responsible for accuracy, timeliness & control of all deposits & transfers.
  7. Ensures study abroad students are reimbursed in a timely manner should there be additional funds due to foreign currency exchange fluctuations & after all payments are made on their behalf; should there be a shortage the students are charged accordingly.
  8. Ensures that bills are paid to the study abroad center in a timely manner; ensures that funds are transferred to relevant departments immediately after students have completed their payments.
  9. Ensures all institutions overseas are paid in a timely manner meeting their payment deadlines & before start of the program. Ensures payments are made in foreign currencies & the conversions and charges are appropriate, accurate and current.
  10. Responsible for the timely review, and/or preparation and execution of all travel requests and travel completions for faculty on an annual basis, and works with UHM & RCUH fiscal offices on requests for travel request advances.
  11. Responsible for the review, and/or preparation, processing and execution of requisitions, payments and reimbursements in compliance with applicable UH and RCUH policies and procedures.
  12. Prepares, reviews and analyzes financial ledgers, budget status reports and other financial reports.
  13. Provides technical guidance, advice, and interpretation and/or make recommendations regarding applicable policies, and other administrative requirements to the Principal Investigator/faculty of the Center.
  14. Prepares and maintain internal fiscal reports for monitoring and analysis of cash flow and accounts receivables.
  15. Coordinates and ensures the proper crediting of deposits to appropriate program accounts and works with UHM and RCUH Fiscal Offices to make necessary adjustments as required.
  16. Responsible for working with the collection agency concerning delinquent accounts according to University policies and procedures as well as the follow-up on the status of delinquent accounts.
  17. Assists the Director in ensuring that all of the Study Abroad Center’s operations in various areas are performed and completed in a timely manner.
  18. Ensures that study abroad insurances and agreements are updated, monitored and the premiums paid on time.
  19. Assists in maintaining the Center’s student enrollment database.
  20. Responsible for inputting and removing financial obligation holds on students’ accounts in Banner student information system.
  21. Coordinating travel arrangements; preparing appropriate host institution paperwork/follow-up, follow-up and billing to various UHM departments.
  22. Makes recommendations to Director for program and procedure improvements based on student and participating institution feedback.
  23. May conduct visitations to participating institution to foster effective working relationships in terms of coordinating payments, arrangements, etc.
  24. Reviews and/or prepares and executes all revenue and expenditure documents including deposits, expenditures, procurements, travel, grants, scholarships.
  25. Ensures that all study abroad financial aid students sign a promissory note indicating that they owe funds and that payment will be made upon release of their financial aid monies. Follow-up and assists in resolving problems.
  26. Ensures that the Center website domain is current, website information is updated, and premiums are paid in a timely manner with the primary Center’s webmaster.
  27. Responds to questions from various individuals including students, parents, faculty, participating foreign institutions, federal and state offices, etc. in a tactful and professional manner.
  28. Keeps abreast of changes to privacy laws pertaining to students such as FERPA.
  29. Conducts procurement of equipment and supplies.
  30. Responsible for the review, and/or preparation, processing and execution of requisitions, payments and reimbursements in compliance with applicable UH and RCUH policies and procedures.
  31. Keep abreast of UHM, RCUH and state fiscal policies and procedures.
  32. Other duties as assigned
Minimum Qualifications
  1. Possession of a baccalaureate degree in accounting, business administration, travel industry management, or related field and 1 year(s) of progressively responsible professional experience with responsibilities for accounting or fiscal administration; or equivalent education/training or experience.
  2. Functional knowledge of principles, practices and techniques in accounting or fiscal 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 accounting or fiscal administration.
  4. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the accounting or fiscal administration.
  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. Any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
  9. Demonstrated ability to resolve a wide range of problems and use appropriate reasoning and logic to identify and resolve the problem as it relates to program and fiscal matters.
  10. Demonstrated ability to understand problems and underlying issues from a broad perspective, and use appropriate reasoning to create timely, sound, feasible and appropriate approaches and solutions.
  11. Ability to analyze financial statement and statistical reports, discern trends, and apply analytical techniques.
  12. Ability to multi-task and perform in a high paced environment with constant interruptions.
  13. Demonstrated ability to speak with various parties including students, parents, faculty, administrators, UH/RCUH personnel, other government agencies, participating institutions overseas, etc. in a tactful and professional manner.
Desirable Qualifications
  1. Demonstrated ability to design and maintain website and data base programs
  2. Financial auditing experience.
  3. Proficient in one or more foreign languages offered through the UHM Study Abroad Center.
  4. Experience in studying or residing abroad as part of a university program.
  5. Demonstrated technical skill in extracting data from data bases and mainframe financial, personnel, and student enterprise systems and using this data to prepare management reports.
  6. Considerable knowledge of accepted governmental accounting principles, techniques and fund accounting systems.

To Apply:
Visit and search for Position Number 0077348T to submit an application.
  1. Dr. Sarita Rai; 808-956-4738;

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.