Administrative Assistant Visa Sponsorship Jobs in Hawaii

Description

The University of Hawai‘i, Kapi‘olani Community College, Office of the Chancellor, is seeking applications for the Administrative and Fiscal Support Specialist. Please see the information about the position, the duties and responsibilities, the minimum and desirable qualifications, and the job application attachments below:

Title: Administrative and Fiscal Support Specialist
Position Number: 0080865
Hiring Unit: Office of the Chancellor
Location: Kapi‘olani Community College
Date Posted: October 13, 2026
Closing Date: November 1, 2026, 11:59 PM HST
Salary: Salary Schedules and placement information
Pay Band: A
Temporary/Permanent: Permanent
Funding: General
Other Conditions: To begin approximately December 2026 or earlier, pending position clearance, availability of funds, satisfactory performance, and program needs.

Introduction

The major functions of the Office of the Chancellor for Kapi'olani Community College are the overall administration and management of the College’s instructional, student services, institutional support, academic support, continuing education, and workforce-training programs.

The position reports to the Chancellor. Its primary purpose is to provide confidential professional administrative and business-process support to the Chancellor, the Executive Director of Strategy, and all other personnel assigned to the Chancellor’s Office. The position coordinates executive calendars and travel; prepares and routes memoranda and meeting materials; curates minutes and action records for campus-wide meetings; maintains organized shared-drive records for the Chancellor’s Advisory Council and Chancellor-led campus-wide meetings; and processes purchases, payments, and reimbursements for Chancellor’s Office personnel and activities. The position serves as the central administrative-processing resource for the office and builds collaborative working relationships across the College and with University, UH Foundation, and external partners.

Duties and Responsibilities

(NOTE: ** denotes Essential Functions)

Fiscal Services:

• 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 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.
• Prepares invitations to bid, Requests for Proposals/Quotations (RFPs/RFQs), technical specifications, contracts, and stipends.
• Monitors the Chancellor’s Office’s 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.
• Manages and coordinates the administrative processing of purchases, payments, reimbursements, and vendor records specifically funded through UH Foundation accounts.
• Ensures that expenses are aligned in the program budget and comply with University policies and procedures. Makes recommendations to the chancellor, as necessary.
• Work collaboratively with the College’s business office and grants office.

Personnel & Recruitment

• Manages the contract renewal (CR) and Tenure & Promotion (T&P) process for all faculty members on campus including but not limited to drafting memos, managing the UH Online Tenure & Promotion System, assisting faculty members with questions, etc.
• 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 units.
• Receives training relative to policies and procedures in the personnel and recruitment arena.
• Works collaboratively with the College’s office of human resources.

Administrative

• Assists in managing the Chancellor's and Executive Director of Strategy’s calendar, coordinating meetings, and ensuring efficient scheduling.
• Acts as liaison in matters between the supervisor and staff and other personnel within the University System.
• Prepares agendas, secures meeting rooms, records accurate minutes (capturing decisions, action items, and due dates), publishes final records, and tracks follow-up items to completion for campus-wide meetings.
• Organizes the Chancellor's Advisory Council, Open Campus Forums, BOR meeting on campus, and UH Leadership campus visit officially planned through the Chancellor's Office.
• Assist with campus-wide events such as Ne'epapa (inviting new employees and awardees; processing service/retirement awards) and Campus Updates (formerly Convocation), including logistics; agenda; inviting new employees and awardees; processing service/retirement awards.
• Maintains organized shared-drive records, applies naming conventions, controls access/permissions, and enforces archival schedules for the Chancellor's Advisory Council and campus-wide executive meetings.
• Composes and/or drafts correspondence to members of the public, BOR officials, President, Senior Vice Presidents, Chancellors, Vice Presidents, UH Executive and Managerial personnel, other states officials, Legislators, executives of large corporations, officials of higher educational institutions, and reviews for proper format, grammar, punctuation, spelling, and University policies and procedures.
• Creates and maintains desk procedures, recurring calendars, transaction logs, and handoff records to preserve operational continuity.
• Works collaboratively with the Office for Institutional Effectiveness to gather data as directed by the Chancellor.
• Reviews, coordinates, and provides instruction over the work of clerical personnel and student assistants including but not limited to onboarding, paperwork, day-to-day oversight and offboarding.
• Receives and attends training to ensure compliance with applicable laws, rules, policies, procedures and practices especially when offered by the Human Resources office and Business office.

Other

• Other duties as assigned

Minimum Qualifications

• Possession of a baccalaureate degree in business administration, management, accounting, human resources, finance, public administration, communication or related field and one (1) year of progressively responsible professional experience with responsibilities for business management, fiscal, human resources 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 provision of professional administrative support, executive scheduling, meeting administration, document and records management, business correspondence, purchasing, payment and reimbursement processing, and travel coordination, 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 confidentiality, records access, professional communications, University procurement, payment and reimbursement processing, University travel, and UH Foundation account transactions.
• Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the provision of professional administrative, fiscal and program support.
• 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 and apply word processing software such as Microsoft Word, Excel, PowerPoint, Adobe Acrobat, digital visualization software (e.g., Adobe Illustrator or similar), communication platforms (e.g., Google Suite), Form creation platforms (e.g., Kauli Build), and other commonly used software.
• Demonstrated ability to prioritize and complete multiple tasks with conflicting deadlines.
• Demonstrated ability to analyze, interpret, and use sound logic and judgment when applying administrative policies and procedures.
• Demonstrated ability to produce work that is detail-oriented, accurate, neat, and organized, and must be able to follow up on assigned tasks through satisfactory completion.

Desirable Qualifications

• At least one (1) year of professional experience supporting senior executives in higher education, government, or a comparably complex organization.
• At least one (1) year of professional experience preparing executive-level minutes, memoranda, travel documents, purchasing and payment documents, reimbursement requests, and accessible digital materials.
• Knowledge of University of Hawai'i administrative systems, fiscal and procurement practices, records practices, travel procedures, UH Foundation account processes, and Google Workspace tools.
• Demonstrated ability to work effectively in Hawai'i’s multicultural environment and familiarity with University protocol and Hawaiian diacritical marks.

INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED (Read the "To Apply" section carefully)

To Apply:

In addition to the Application, applicants must attach the following:
- Cover letter;
- Resume;
- The names and contact information (telephone number and email addresses) of at least three professional references; and
- Official graduate and undergraduate transcript(s) showing degree and coursework to date appropriate to the position (copies of official transcripts are acceptable; however, original official transcripts will be required at the time of hire.) Transcripts issued outside the United States of America require a course-by-course analysis with an equivalency statement from an agency having membership with the National Association of Credential Evaluation Services, Inc., verifying the degree equivalency to that of an accredited institution within the USA. The expense of the evaluation shall be borne by the applicant.
- Academic record/grade summaries will NOT be accepted
- Diplomas and copies will NOT be accepted

Incomplete applications will NOT be accepted.

NOTE:
- The application will be incomplete if materials are unreadable, illegible, password protected, missing, or corrupted; therefore, late or incomplete applications will not be considered. All requested documents/information become the property of Kapi‘olani Community College and will not be returned.
- Please do not include any self-identifying photos and redact any references to confidential information on submitted documents (social security number, date of birth, etc.).
- Applications lacking copies of transcripts will be reviewed based on work experience equivalency to meet minimum qualifications (MQs). All minimum qualifications must be met by the closing date.
- If you have not applied for a position before using NEOGOV, you will need to create an account.

Inquiries: Kapi‘olani Community College, Human Resources Department, kapcchr@hawaii.edu

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/