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Institutional Support PBA (Admin & Fiscal Support) (#79670) Position Description

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The application collection portion of the recruitment for this position vacancy has concluded.

UH Hilo, College of Business & Economics (CoBE), general funds, permanent, full-time, to begin approximately April 2018, pending position clearance and availability of funding


Prepare monthly, quarterly, and annual budget reports; prepare budget documents; review, analyze, evaluate and develop short-and long-range operating budget proposals, requests, and expenditure plans. Maintain and monitor internal accounting and fiscal records for general funds, special funds, external funds and UH Foundation funds. Reconcile monthly program expenditures with University-generated reports - i.e. compares internal records with university-generated reports; oversee and account for resources. Complete, review, maintain, reconcile and audit fiscal transaction reports, forms, requests, and records in accordance with Federal, State and University requirements. Assist in preparation of special reports, project proposals, and analysis of program activities utilizing program data and information. Submit financial and fiscal reports to CoBE Dean or UH Vice Chancellor for Academic Affairs Office upon request. Interpret and advise on fiscal matters including development of options/alternatives and recommendations on budget policies, procedures, strategic fund transfers, and instructions. Assist Dean in planning and budgeting for various program activities. Investigate and prepare justifications for administrative, fiscal and personnel actions in compliance with regulations. Advise on procurement policies, procedures and requirements and assist members to refine procurement and travel requests while ensuring compliance with state administrative and contractual requirements. Advise the Dean of the progress of projects assigned, anticipated problems, and of major process or policy changes which may affect college operations. Provide a full range of administrative support services to areas within the College that operate under resource constraints or require fiscal problem resolution. Maintain open communication and liaison relationships with UH Hilo's Budget office, HR office, VC for Administrative Affairs office, & other UH Hilo administrative staff for guidance as needed regarding complex fiscal, personnel and related matters. Recommend changes to program policies and standard operating procedures to improve operations and achieve the most efficient and effective service. Maintain and periodically update the college and departmental web sites. Resolves operational and administrative matters in accordance with current policies, procedures, and directives as requested and uses independent authority to do so. Investigates and prepares justifications for administrative, fiscal, and/or personnel actions in compliance with regulations. Plans, writes, and edits position descriptions to create or re-describe positions; works with the UH Hilo Human Resources Office in establishing, classifying, or re-describing positions. Assists the Dean and faculty/staff in submitting grant proposals for continued funding from various sponsoring agencies. Coordinates with funding agencies on reports, audits, and other College level management matters; work with RCUH and/or RAPD on the Division's accounting, fiscal/financial and procurement matters as needed for grant projects. Processes requests for proprietary or sole-source purchases in compliance with applicable laws, policies, procedures, rules, and regulations. Analyzes the College's financial condition; monitors financial reports and records; and reports significant changes to the Dean. Accounts for funds generated from all sources (sales, fees, etc.); oversees the collection, reconciliation, recording, safeguard, and deposit of income as directed by pertinent policies and procedures. Prepares year-end adjusting and closing entries, trial balances, draws on income and expense accounts into income statements and enterprise funds and procurement and payment documents. Documents and assures fiscal integrity of procurement/acquisition, receipt, and issue records. Prepare and submit requisitions, information for bid, bid specifications, technical specifications, and request for quotations; contacts vendors and obtains quotes, following applicable laws, policies, procedures, rules and regulations. Monitor, prepare, review and submit personnel and payroll documents; arrange for travel authorizations and reimbursements; research and purchase supplies, equipment, and services; maintain and safeguard fiscal and personnel records and files. Other duties as assigned

Minimum Qualifications

Possession of a baccalaureate degree in business management and/or accounting or related field and 0 year(s) of progressively responsible professional experience with responsibilities for practices and techniques of modern business management in a university office setting; or equivalent education/training or experience. Functional knowledge of principles, practices and techniques in institutional accounting and purchasing procedures 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 fiscal and budget management. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the fiscal and budget management field. 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. Any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated. Demonstrated knowledge and experience using Microsoft Office Excel and Access software. Functional knowledge of principles, practices and techniques in management support with familiarity of financial and fiscal reporting, procurement, audit processes, internal controls, and/or related government regulations. Demonstrated ability to recognize problems, identify possible causes, and resolve the full range of problems that may commonly occur in the area of administrative support. One year of successful office experience in a higher education institution setting, including accounting, purchasing, personnel, and record keeping. Ability to maintain and manage department website using University platforms. Functional knowledge of STAR and BANNER systems. Functional knowledge of UH Foundation financial processes, including preparing processing payments and managing accounts. Ability to prepare and process travel requests using etravel. Progressively professional experience in working with faculty and students in a university setting. Functional knowledge of KFS and eThority, ability to interpret KFS unit summary by different account codes and use eThority to write reports. Monitors orders from onset to completion; coordinates and initiates expending actions.

Desirable Qualifications

Demonstrated ability to plan, organize, and direct the administrative business of an active office setting. Demonstrated ability to prepare, implement, monitor, and safeguard budgets, payroll, personnel, purchasing, equipment, contracts, and other financial records. One year of experience managing multiple state and/or federal budgets in a business office setting. Demonstrated knowledge of database management, data mining software, financial systems, and spreadsheets. Demonstrated ability to interpret and present information and ideas.

Pay Range

PBA, $3,552/month minimum

Applications (How to Apply)

Visit and search for the Job Number 2018-00066 to submit an application

Inquiries (General)

Tam Vu, Search Committee Chair;; 808-932-7272

Please refer to position #79670 when making inquiries.

Application Deadline

Postmarked no later than March 15, 2018.

Important Information

The official advertisement can be found at NEOGOV.

The University of Hawai╩╗i 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.

Individuals with disabilities who need a reasonable accommodation for the application or hiring process are encouraged to contact the EEO/AA coordinator(s) for the respective campus.

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 Hawai╩╗i may be viewed at the U.S. Department of EducationÔÇÖs Campus Safety and Security Data Analysis Cutting Tool, 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.

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