Admin & Fiscal Support Specialist

at  University of Hawaii

DESCRIPTION

Position Number 078323T
Position Title Admin & Fiscal Support Specialist
Job Code 9100 Admin & Fisca Support Spec
Reg/Temp Temporary
Full/Part Time Full-Time
Company BOR UH – Board of Regents
Department 22180100 Shidler College of Business
Location 0000004204 Business Administration
Reports To Program Manager
Grade A

EDUCATION AND PROFESSIONAL WORK EXPERIENCE

• Possession of a baccalaureate degree in Business Administration, Liberal Arts, or related field and 0 year(s) of progressively responsible professional experience with responsibilities for project management, event planning, business and/or fiscal; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

KNOWLEDGE, SKILLS AND ABILITIES

• Functional knowledge of principles, practices and techniques in the area of project management and/or event planning demonstrated by knowledge, understanding and ability to apply concepts, terminology.
• Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with business, fiscal, project management and/or event planning within the state system.
• Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of project management, event planning, business and/or fiscal functions.
• 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, apply word processing software.

SUPPLEMENTAL MINIMUM QUALIFICATIONS

• Demonstrated ability to use a spreadsheet/database software to create, maintain, manipulate and calculate data.
• Demonstrated ability to prioritize and manage multiple projects.
• Demonstrated ability to provide high level of customer service and foster strong relationships among all affiliates of the university.
• Ability to work outside of normal working hours: including evenings, weekends, and holidays, as necessary.
• Ability to work on and off campus, commute and transport equipment and supplies to/from off-campus sites in a timely manner.
• Ability to travel to the neighbor islands when necessary.
• Ability to travel independently to various geographical locations in a timely manner. Requirement may be fulfilled by a valid Hawaii Driver’s license (class 3), comparable driver’s license, or other means of transportation, which meets position needs.

DESIRABLE QUALIFICATIONS

• Experience in recruitment, talent acquisition, project management and/or event planning.
• Knowledge of budgetary, financial, and related management information to support program strategies and objectives.
• Possesses strong organizational skills and demonstrated ability to manage multiple projects simultaneously to a successful conclusion.
• Familiarity with UH fiscal policies and procedures.
• Experience working in a higher education environment.
• Possesses a high degree of sensitivity and tact in effectively working with students, faculty, staff, alumni and corporate environments.

• Provide administrative and fiscal support to the Shidler College of Business Executive Education Center.
• Assist with logistics and fiscal planning for information sessions, recruitment events, conferences, education fairs, and networking sessions on/off campus & on/off Oahu.
• Assist the Academic Support Specialist with managing all aspects of events including venue reservation/set-up, material assembly, and other logistical support before, during, and post event, which requires working outside of normal working hours: including evenings, weekends, and holidays, as necessary.
• Provide administrative and logistical support for degree and custom programs.
• Assist with planning and managing all phases of operating a custom executive education program: registration, payment collection, and follow up. Facilitate teaching support, and coordinate classroom and reception venues, lodging and local transportation.
• Assist with multiple degree and custom Executive education programs and events simultaneously in varying phases within the design and delivery cycle.
• Provides operational and administrative support for programmatic events and processes such as Residence Week, parking permits, travel stipends, etc.
• Attend program events, conferences, education fairs, etc. at designated sites off campus and on the neighbor islands as necessary.
• Collaborate with program partners, vendors, and staff to plan, execute and manage executive education programs efficiently.
• Ensure that both internal and external stakeholders, including the client (participants enrolled in the program) and the faculty teaching the program receive excellent service to optimize a successful outcome of the program.
• Assists with and initiates routine administrative, fiscal, and employment documents including but not limited to purchase orders, direct payments, reimbursements, stipends, travel requests/completions for UH and UH Foundation.
• Assists with updating and reconciling fiscal logs.
• Assists with preparing tuition drawdown reports for various programs.
• Other duties as assigned.
• Denotes essential functions