Administrative and Fiscal Support Specialist; Health Academic Programs

Position Information

• Title: Administrative and Fiscal Support Specialist
• Position Number: 0097438
• Hiring Unit: Office of the Vice Chancellor for Academic Affairs, Health Academic Programs
• Location: Kapi‘olani Community College
• Date Posted: January 22, 2026
• Closing Date: February 11, 2026, 11:59 PM HST
• Salary: Salary Schedules and placement information (Pay Band:
  
  A)
• Employment Type: Permanent
• Funding: General
• Other
  
  Conditions:
  
  To begin approximately April 2026, pending position clearance, availability of funds, satisfactory performance, and program needs.

The function of this organizational unit is to provide support for the administration, development and improvement of the instructional staff and curricula in the Instructional Programs. In addition, this unit oversees the recruitment, improvement, and evaluation of faculty and staff; applies and administers the University’s and College’s rules concerning faculty and staff; curricula and budget; and coordinates the development of the curriculum, program planning, and academic support services.

The primary purpose of this position is to assist the Dean of Health Academic Programs in fiscal and personnel related services to the Academic units, which consists of the Health Science, Nursing, and Emergency Medical Service units. Building a collaborative relationship with the College’s Business Office, Human Resources Department, Grants Office, Department’s Clerical Staff, Department Chairs, and Deans is of utmost importance.

This position is also responsible for planning, organizing and carrying out a broad range of functions requiring independent judgment and initiative to assist the Deans in the performance of administrative duties.

• Essential Functions: Performs procurement functions, including the preparation of purchase orders, requisitions, invitations to bid, requests for proposals/quotations or proposal/bid/technical specifications.
• Prepares, facilitates, and/or processes direct payments, travel requests/completions, contracts, stipends and other related procurement and fiscal activities.
• Ensures that all goods and services are purchased in compliance with Federal, State and University guidelines and procedures.
• Assists with the preparation of a variety of reports.
• Performs monthly reconciliation of unit, department, and grant expenditures; generates monthly invoices ensuring compliance with funding requirements.
• Prepares reports and complex documents such as quarterly reports that require specific formatting; and gathers, interprets, and analyzes information and report results.
• Keeps abreast of current University policies, procedures, regulations, directives and State and Federal statutory requirements, i.e., Hawai‘i Revised Statutes, Hawai‘i Administrative Rules, and Federal Acquisition Regulations.
• Maintains accurate account of the Academic departments’ budget information and expenditures, develops financial spreadsheets, and performs regular audits and reconciliations as necessary.
• Receives training relative to policies and procedures in the fiscal arena.
• Monitors the Academic Departments’ budget by tracking expenses in the University’s Kuali Financial system, Research Corporation of the University of Hawai‘i (RCUH) financial system, and SAP Concur. Ensures that expenses are aligned in the program budget and comply with University policies and procedures. Makes recommendations to the Dean, as necessary.
• Work collaboratively with the College’s business office and grants office.
• Assists with developing and implementing internal workflow documents for personnel and recruitment paperwork.
• Manages all aspects of the recruitment process for faculty, staff, lecturers, casual hires, and student assistants, to include preparation and/or review of hiring forms and personnel forms.
• Coordinates, manages, and directs flow of recruitment and personnel paperwork within the Academic units.
• Receives training relative to policies and procedures in the personnel and recruitment arena.
• Works collaboratively with the College’s office of human resources.
• Assists with developing and implementing metrics and information gathering to provide…