Admin & Fiscal Support Specialist

Description

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: 10/14/2025

Closing Date: 10/28/2025

Salary Information: Commensurate with qualifications and experience

Monthly Type: 11 Month

Full Time/Part Time: Full Time

Full Time Equivalency: 100%

Temporary/Permanent: Temporary

Duties and Responsibilities

• 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 preparing 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. Review and ensure the appropriateness and correctness of travel documents and process for payment.
• Researches and generates required forms and provide documentation to justify scientific program events, conferences and presentations to achieve program goals based on federal/state guidelines.
• Assists in the coordination 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. Additionally, has knowledge and experience in various social media platforms including Facebook, Instagram and LinkedIn.
• Maintains the INBRE website content and ListServ subscriber lists.
• Assures that communication between the INBRE partners are 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.

• Denotes Essential Functions

• 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.

• 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 (SM) platforms (i.e Facebook, Instagram and LinkedIn). Includes knowledge in content creation and video editing software (i.e 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 with UH, RCUH, State and Federal policies and procedures.
• Work experience in a sponsored projects office or business office handling pre- and post-award functions for extramurally funded grants and contracts
• Work experience assisting with grant submissions to agencies such as the National Institutes of Health (NIH) and other biomedical funding agencies.
• Demonstrated Ability to create effective presentations that display data, events, and activities in a clear, concise manner using a variety of media.
• Experience using the Kuali Financial System (KFS), RCUH, and myGRANT

• Cover letter indicating how you satisfy the minimum and desirable qualifications;
• Resume
• The names and contact information of at least three professional references; and
• Transcripts showing degree and coursework to date appropriate to the position (original official transcripts will be required at the time of hire.)

EEO, Clery Act, ADA

The University of Hawai'i 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: https://www.hawaii.edu/offices/eeo/policies/

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: https://www.hawaii.edu/titleix/help/campus-
security/ , 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 Hawai'i 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: https://www.hawaii.edu/offices/eeo/accommodation-request/