Administrative and Fiscal Support Specialist (0097299)

Description

Title: Admin & Fiscal Support Spec

Position Number:

Hiring Unit: ADMINISTRATION AUXIL ENT AUXILIARY SERVICES

Location: UH at Manoa

Date Posted: 02/10/2026

Closing Date: 02/26/2026

Band: A

Salary :salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Permanent

Duties and Responsibilities (*denotes essential functions):

1. *Assists the manager with the daily operations at the Manoa Campus for the University Housing Food and Mail Services departments.
2. *Performs basic office duties such as maintaining records and files conducting basic research assisting with transactions and responding to customer inquiries.
3. *Provides advisement on policies procedures and practices related to University Housing Food and Mail Services at Manoa and responds to general inquiries.
4. *Assists with planning scheduling and distributing work assignments to clerical staff and student employees in all three areas of operations.
5. *Assists the manager with recommending and implementing process improvements to enhance operational efficiency.
6. *Assists with preparing required reports surveys and statistics.
7. Assists with developing policies and procedures maintaining manuals and training employees.
8. *Prepares and reviews work orders and requisitions for goods and services and ensures compliance with
9. University policies and procedures.
10. *Reviews and responds to inquiries and complaints regarding University Housing Food and Mail Services. Refers complex unusual and unresolved problems to the manager; including but not limited to by communicating with clientele gathering information trying to find resolution and provide information to clientele.
11. Attends meetings training and other activities/events that may require travel and work outside of normal business hours including weekends and/or holidays.
12. *Assists the manager with all communications with university departments and outside agencies for administrative tasks.
13. *Provides Standard Mail services including delivering mail affixing postage sorting mail and assisting customers with mail preparation.
14. *Ensures compliance with U.S. Postal Service and university policies and procedures including accurate and timely preparation of mail to meet multiple drop-off and pick-up deadlines.
15. *Develops a thorough understanding of USPS regulations and synthesizes materials for dissemination.
16. *Develops and recommends changes to Mail Services operations and technology applications.
17. *Assists the manager and other personnel in maintaining accurate and updated records of available University Housing units rental times tenants and applicants.
18. *Creates and maintains an accurate spreadsheet of available University Housing units rental times tenants and applicants.
19. *Prepares and sends University Housing applications and bulletins to various individuals and departments.
20. *Reviews and processes University Housing applications for completeness and participant eligibility and assigns units.
21. *Assists with coordination of University Housing check-in procedures and lease agreements.
22. *Assists in administering and monitoring Food Services contracts to ensure compliance with operating special and general conditions. Reports back on compliance with contract terms scheduling and conducting inspections of facilities correcting minor noted deficiencies reviewing contract modification requests and ensuring that the operations adhere to the contracted agreed-upon conditions.
23. *Schedules periodic inspections of Food Services facilities with contractors. Corrects any deficiencies by documenting the issues notifying the relevant personnel or contractors and following up to ensure that the corrections are made in line with the process outlined in the contract.
24. *Assists in reviewing evaluating and recommending action on requests for contract modifications including the contracted maximum pricing our vendors can sell items vending pricing and concession pricing.
25. *Assists in the administration of the vending program including responding to refund requests working with contractors to resolve issues with machines monitoring sales and responding to customer complaints.
26. *Reviews sales reports submitted by Food Services vendors processes payments for deposit and maintains corresponding reports.
27. *Orders receives and monitors inventory of products from contractors.
28. Other duties as assigned.

Minimum Qualifications

1. Possession of a baccalaureate degree in Business Administration Educational Administration Public Administration Travel Industry Management or related field and 0 year(s) of progressively responsible professional experience with responsibilities for administrative and fiscal 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 the principles practices and techniques in the area of business administration demonstrated by knowledge understanding and ability to apply concepts and terminology.
3. Functional knowledge and understanding of the principles theories federal and state laws rules regulations and systems associated with business administration.
4. Demonstrated ability to recognize problems identify possible causes and resolve the full range problems that may commonly occur in business 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 and spreadsheet software

Supplemental Minimum Qualifications:

8.Ability to work outside normal working hours including evenings weekends and holidays.

9.Ability to travel for the purpose of attending meetings training and other activities.

10.Ability to travel independently to various geographical locations in a timely manner. Requirement may be fulfilled by a valid Hawaii Drivers license (class 3 comparable drivers license or other means of transportation which meets position needs.

To Apply:

Note: If you have not applied for a position before using NeoGov you will need to create an account. Click on the Apply button on the top right corner of the screen to complete an application and attach required documents by the closing date:

1. Cover letter indicating how you meet the minimum qualifications;
2. Resume;
3. Names and contact information (telephone number and email addresses) of three (3) professional references; and
4. Copy of your official transcript showing highest degree. (Official transcripts will be required if selected to fill the position.)

The application will be considered incomplete if materials are unreadable. Late or incomplete applications will not be considered.

Note: If multiple applications are received from the same candidate only the last submission will be reviewed. Please do not include any self-identifying photos and PLEASE REDACT REFERENCES TO SOCIAL SECURITY NUMBER AND BIRTH DATE ON TRANSCRIPT COPIES. All items become the property of the University of Hawaii Office of Campus Services and will not be returned.

Inquiries: Campus Services Human Resources Office; ;

EEO Clery Act ADA

The University of Hawaii is an Equal Opportunity Institution and is committed to a policy of nondiscrimination in employment including on the basis of veteran and disability status. For more information visit: 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 10 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.

Accommodation Request: The University of Hawaii complies with the provisions of the Americans with Disabilities Act (ADA). Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the EEO coordinator directly. Determination on requests for reasonable accommodation will be made on a case-by-case basis. For further information please refer to the following link: