Job Description
JOB Title: Administrative & Fiscal Support SpecialistPosition Number: 0097074THiring Unit: Academic Affairs, Research OfficeLocation: UH HiloDate Posted: May 6, 2026Closing Date: May 20, 2026Band: ASalary : salary schedules and placement informationFull Time/Part Time: Full-timeMonth: 11-monthTemporary/Permanent: TemporaryOther Conditions: Appointment to begin approximately June 2026, pending position clearance and availability of funding. Position OverviewThe University of Hawaii at Hilo (UH Hilo) is a public liberal arts and sciences university on the Island of Hawaii, recognized for its integration of cultural immersion and place-based research that leverages the island's extraordinary geological, biological, and cultural diversity. A comprehensive, regional campus within the ten-campus University of Hawaii system, UH Hilo offers high-quality undergraduate and select postgraduate education, with distinctive strengths in areas such as marine science, geology, astronomy, and Hawaiian language revitalization, while advancing research, scholarship, and creative activity that support community needs, environmental stewardship, Indigenous knowledge systems, and workforce development priorities for the State of Hawaii.The Office of the Vice Chancellor for Academic Affairs (VCAA) provides academic leadership and administrative oversight for the university’s instructional, research, and academic support units. Within the VCAA portfolio, the UH Hilo Research Office supports faculty, staff, and students in the development, administration, and stewardship of externally funded research and scholarly activity, ensuring compliance with University of Hawaii RCUH, state, federal, and sponsor requirements.The mission of the IDeA Networks of Biomedical Research Excellence (INBRE) program is to encourage undergraduates to pursue careers in biomedical science and to succeed in obtaining meaningful employment or positions in graduate and professional school upon graduation.The Administrative & Fiscal Support Specialist position serves a critical support role within both the National Science Foundation (NSF) funded INBRE Program and the UH Hilo Research Office, providing day-to-day administrative, fiscal, and operational assistance essential to the effective management of the campus research enterprise. This position supports research operations through pre-audit of travel and procurement documents, equipment and asset inventory, document and records management, and coordination of grant-related administrative activities. The role works closely with research administrators, fiscal specialists, principal investigators, and campus partners to ensure accurate processing, regulatory compliance, and efficient workflows that enable faculty and students to focus on research, scholarship, and creative activity.Duties and Responsibilities (*denotes essential function) *Responsible for performing a wide variety of administrative, fiscal, and personnel duties to support the University of Hawaii at Hilo Research Office (UH Hilo Research Office) and Principal Investigators (PIs).*Provides fiscal and administrative support functions with respect to travel procurement, equipment inventory, contracts and grant administration, and personnel.*Reviews and audits fiscal documents for compliance with applicable University, Research Corporation of the University of Hawaii (RCUH), University of Hawaii Foundation (UHF), state, federal, contract rules & regulations and processing requirements.*Maintains internal accounting records and performs reconciliation functions to monitor the accuracy, timeliness and completeness of fiscal documents processed in University of Hawaii (UH) and RCUH accounting systems.*Assists fiscal specialists and PIs in the monitoring and maintaining of budgets, preparing internal budget reports, and financial data analyses.*Prepare monthly reconciliations of program expenditures to assist PIs with short- and long-term operating budget proposals, requests, and expenditure plans.*Assists PIs with personnel needs such as, but not limited to, review and editing position descriptions, preparing and processing hire documents, and communicating with RCUH Human Resources and UH Human Resources offices for project personnel.*Maintain and safeguard fiscal and personnel records in compliance with applicable laws, policies, procedures, rules, and regulations.*Maintain up-to-date training, education, and professional development on applicable laws, policies, procedures, rules, and regulations for internal and external funding.Other duties as assigned.Minimum Qualifications Possession of a baccalaureate degree in Accounting, Business Administration or STEM (Science, Technology, Engineering Mathematics) related field and 0 years of professional experience; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and a