Administrative Support

Description Title: Administrative Support (Fiscal Specialist) Position Number: 0096627T Hiring Unit: Institutional Effectiveness Office Location: Leeward Community College Date Posted: November 5, 2026 Closing Date: November 20, 2026, 11:59 PM (HST) Band: B Salary: Salary schedules and placement information Additional Salary Information: PBB; minimum $5,640/mo Full Time/Part Time: Full Time Month: 11-month Temporary/Permanent: Temporary Other Conditions: temporary to 09/30/27, with the possibility of extension, pending satisfactory performance, availability of funds and actual staffing requirements. To begin approximately 01/27, pending actual staffing requirements. Duties and Responsibilities (NOTE: ** denotes Essential Functions) **Under general supervision and in coordination with the Principal Investigator (PI), Grants Coordinator, and the campus Fiscal Office, provide fiscal, procurement, and administrative support, including support in the maintenance of fund accounts and expenditure controls related to assigned extramural and grant-funded projects. Coordinates with the Business Office to establish, maintain, monitor, and reconcile assigned grant accounts and expenditure controls. **Responsible for the preparation and maintenance of fiscal reports, budget projections, and contract management for assigned grant programs; keeps program personnel informed of current fund status and collaborates regularly to plan fund expenditures. **Assist PIs, project teams, and the Grants Coordinator with proposal budget development, budget narratives, project financial reports, and budget-related documents, to include calculating, reviewing and applying fringe benefit costs, indirect cost rates, cost share, and other budget-related requirements for grant proposals, budget revisions, and project expenditure planning. **Utilize University of Hawaii (UH) and related financial systems, including the online Kuali Financial System (KFS) and Research Corporation of the University of Hawaii (RCUH), and other applicable systems to prepare, facilitate, and/or process procurement and fiscal documents, including purchase requisitions, purchase orders, Pcard transactions, direct payments, travel requests/completions, contracts, stipends and other related procurement and fiscal activities in compliance with federal, state, RCUH, UH Foundation (UHF), and UH policies and procedures. **Perform monthly reconciliation of project expenditures; ensure accurate posting to accounts, monitor balances, encumbrances, payroll, and other expenditures; identify discrepancies and work with the campus Fiscal Office, project staff and other appropriate parties to resolve discrepancies. Monitor grant expiration dates, expenditure deadlines, procurement status, and closeout requirements. **Provide guidance to PIs and project teams on procurement methods, fiscal procedures, documentation requirements, allowable costs, and grant-related expenditure processes for projects; improve efficiency of extramural transactions for specialized purchases; advise PIs on applicable procurement rules and regulations. **Provide technical assistance in the procurement of goods and services, including preparing requisitions, soliciting competitive bids on SuperQUOTE, developing Request for Proposals, sole source justification, price reasonableness justifications in accordance with applicable policies, procedures and sponsor requirements. **Responsible for preparing the contract documents for the purchase of goods and services, including repair and maintenance contracts in coordination with the campus Fiscal Office and other appropriate offices to ensure budget allowability and compliance with sponsoring agency requirements. **Prepare and review KFS, RCUH, and other applicable purchasing, payment, personnel, and travel documents to ensure proper documentation, budget allowability, availability of funds, and compliance with UH, RCUH, sponsor, and applicable policies and procedures. Create, ma…

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