(CASUAL) Administrative & Fiscal Support

***Applicants seeking short-term or part-time work with the University of Hawai‘i may apply for Casual Hire positions, which include administrative, professional, and technical (APT) or instructional-type positions.   Because of the temporary nature of these appointments, Casual Hire employees are not eligible for most benefits provided to regular Board of Regents (BOR) and Civil Service employees (i.e. paid holidays/leave).  Casual Hire appointments may last for up to 89 days for full-time employees, and up to 1 calendar year for part-time employees.

Title:                                        (CASUAL)Administrative & Fiscal Support Specialist         

Hiring Unit:                              Student Support Services Program     

Position:                                  ***Casual Hire***

Location:                                  UH Hilo

Date Posted:                           July 29, 2024

Closing Date:                          Continuous, first review August 9, 2024

Salary:                                      $24.85/hr 

Full time/Part time:                  Full-time

Temporary/Permanent:          Temporary

Other Conditions:   Casual Hire temporary appointment is expected to begin August 2024 or soon thereafter.  Not to exceed 89 days.  

Duties:  

1. Performs entry-level administrative and/or fiscal support functions. 
2. Manages electronic and physical student records and files.  Maintain, update, and ensure student files meet federal requirements for TRIO Student Support Services Program participants.  Manages existing Program databases (Student Access).
3. Assists with tracking and documenting student services, data entry, and preparing reports on a weekly, monthly, quarterly, and annual basis.  
4. Prepares and processes student applications for Project Director review, evaluates applicants to determine eligibility for program services.
5. Collaborates with project staff to develop, implement, and evaluate a recruitment strategy for the project.  Prepares and conducts oral presentations, schedules, organizes, and attends recruitment events and activities. Prepares and distributes correspondence, presentations, materials, and reports related to recruitment.
6. Assists with contacting vendors and obtaining quotations for purchases.
7. Assists with monitoring expenditures and encumbrances regularly, and reports irregularities to the Student Support Services Director.
8. Assists with providing support services to program eligible college students (low-income, first-generation college students, and students with disabilities) in the following areas:  academic advising, financial aid/scholarship counseling, career planning, and personal guidance.
9. Organizes and manages program supplies and inventory, including supply loans, forms, and spreadsheets. 
10. Prepares and manages program communications with students and staff (mailings, emails, etc.), including making phone calls, answering phones, preparing program meeting agendas and emails, and recording accurate meeting notes. 
11. Assists with supervising student assistants, including training and scheduling.
12. Assists with developing, coordinating, and evaluating program workshops, activities, and events. 
13. Assignments may include evening and weekend work.
14. Perform other duties as assigned by the Director.        

Minimum Qualifications:  

• Possession of a baccalaureate degree in any degree program and one (1) year of professional work experience in an office setting; or equivalent combination of education and experience.
• Demonstrated ability to complete tasks in an effective and timely manner.
• Demonstrated ability to operate a personal computer and apply word processing software including Microsoft Office and Google Suites.
• Possession of a valid driver's license and ability to drive to complete program errands
• Ability to work days, evenings, weekends as directed.

Desirable Qualifications:   

• Possession of a master’s degree from an accredited institution
• Experience working in a TRIO or similar higher education equity program. 
• Experience working with a diverse population to assist in overcoming higher education barriers typically encountered by the target population and/or success overcoming barriers similar to those faced by target population 
• Familiarity with Banner, STAR, Student Access or similar student information database, and degree audit software.
• Ability to adjust quickly to change, handle varied and challenging assignments.
• Ability to resolve complex problems through the use of creative reasoning and logic
• Demonstrated experience in customer service relations, showcasing strong interpersonal skills, effective communication, and a proven track record of resolving customer issues and enhancing customer satisfaction.
• Strong preference will be given to candidates that have received TRIO-specific training, such as the trainings sponsored by the U.S. Department of Education or that have attended trainings by the Council of Opportunity in Education 

To Apply: 

Click on the “Apply” button on the top right corner of the screen to complete an application and attach the required documents.   A complete application must include: 

(1) cover letter explaining how qualifications are met

(2) resume

(3) names and contact information (telephone number and email addresses) of at least three professional references

(4) transcript(s) showing degrees and course work appropriate to the position (copies are acceptable; however, original official transcripts will be required prior to employment).  

Please do not include any self-identifying photos.  Please redact references to Social Security number and birthdates on transcript copies.  All requested documents/information will become the property of the University.   All minimum qualifications must be met by the hire date. Incomplete applications will not be considered. Failure to submit all required documents and reference information shall deem an application to be incomplete.

Note:  If you have not applied for a position before using NeoGov, you will need to create an account.

Inquiries:  Shayna Fuerte, sfuerte@hawaii.edu

Please refer to the “Administrative & Fiscal Support Specialist Casual Hire” when making inquiries.