Admin & Fiscal Support Specialist

Overview

Job Title: Admin & Fiscal Support Specialist
Number: 97067T
Hiring Unit: John

A. Burns School of Medicine/Medicine Dean's Office
Location: John

A. Burns School of Medicine Kakaako Medicine Education Building
Date Posted: 1/23/2026
Closing Date: 2/06/2026
Salary Information: Commensurate with qualifications and experience
Monthly Type: 11 Month
Full Time/Part Time: Full Time
Full Time Equivalency: 100%
Temporary/Permanent: Temporary

• Implements the statewide INBRE Student Research Experience (SRE) Program as described in the specific aims of the INBRE grant. This includes receiving and reviewing student applications and prepared documents for student selections, participation and completion of the SRE Program.
• Assists the University of Hawaii (UH) INBRE PATHway Coordinator with recruitment and training of SRE undergraduate students during the Summer, Fall, and Spring semesters.
• Ensures that regulatory training and appropriate laboratory supervision is provided for the students throughout the SRE program.
• Serves as a Navigator for students and research investigators to resources available for their research needs.
• Generates summary reports and prepares documents and tables for student selection, participation and completion of the semester-long SRE program each academic year.
• Works with the INBRE leadership team to develop new INBRE activity programs and projects; drafts policies and procedures for the INBRE program activities.
• Responsible for training and assisting partnering institutions in the operations of the INBRE program to help each site meet the aims and goals of the INBRE program. Coordinates and attends meetings independently.
• Provides fiscal support, including the preparation of purchase orders, requisitions, travel requests, and p-card reallocation. Reviews and ensures the appropriateness and correctness of travel documents and processes for payment.
• Researches and generates required forms and provides documentation to justify scientific program events, conferences and presentations to achieve program goals based on federal/state guidelines.
• Assists in coordinating in-person meetings, web seminars, video conferences and teleconferences to support the cores and program needs.
• Composes correspondence and drafts memos, letters, reports, presentations, agendas, meeting materials and minutes specific to the INBRE research program.
• Inputs data into spreadsheets, tracking databases and other required monitoring forms to generate reports for the program.
• Assists with INBRE Social Media (SM) activities, such as student and faculty interviews and other SM events. Knowledge and experience in various social media platforms including Facebook, Instagram and Linked In.
• Maintains the INBRE website content and List Serv subscriber lists.
• Assures that communication between the INBRE partners is clear and the program is able to achieve INBRE's measurable outcomes.
• Reports to and works in conjunction with the Program Administrator.
• Other duties as assigned.

Minimum Qualifications

• Education and Professional
  
  Work Experience:
  
  Possession of a baccalaureate degree in Business Administration, Communication, Biomedical Science or related field and 1 year(s) of progressively responsible professional experience with responsibilities for research and/or office management; 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 research and/or office management 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 research and/or office management.
• Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of research and/or office management.
• 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, and spreadsheet software.

• Proficient in summarizing information and preparing reports using basic computer statistical and graphical methods.
• Knowledge of social media platforms (e.g., Facebook, Instagram and Linked In) including knowledge in content creation and video editing software (e.g., Canva and iMovie).
• Demonstrated ability to multi-task and meet program demands under time constraints and short deadlines.
• Must be able to work in-person in an office setting.

• Familiarity…