Fiscal, Budget, and Human Resources Responsibilities

Responsibilities include preparing monthly, quarterly, and annual budget reports and documents. This involves reviewing, analyzing, evaluating, and developing short- and long-range operating budget proposals, requests, and expenditure plans based on Principal Investigator (PI) requests. The role requires strong communication skills to handle documentation, reports, and procedures effectively.

The position demands maintaining and monitoring internal accounting and fiscal records for extramural funds, as well as Research Corporation of the University of Hawaii (RCUH) and Research Administration/Project Development (RAPD) accounts. This includes knowledge of financial and fiscal reporting, procurement, audit processes, internal controls (GAAP), and relevant governmental regulations. The ability to prepare, implement, monitor, and safeguard budgets, payroll, personnel, purchasing, equipment, contracts, and other financial records is crucial, alongside managing multiple state and federal grant budgets. Monthly program expenditures must be reconciled with University-generated reports.

Proficiency in KFS and Jaspersoft is required, including the ability to interpret KFS unit summaries by account codes and generate reports using Jaspersoft. Knowledge of database management, financial systems, and spreadsheets is also essential. The role involves completing, reviewing, maintaining, reconciling, and auditing fiscal transaction reports, forms, requests, and records in accordance with Federal, State, and University requirements. Furthermore, it entails interpreting and advising on fiscal matters, developing options and recommendations on budget policies, and assisting PIs with program activity planning and budgeting. The individual must be capable of identifying and resolving common fiscal and budget management problems, as well as assisting PIs in justifying administrative, fiscal, and personnel actions in compliance with regulations.

Advising on procurement policies, procedures, and requirements, and assisting staff to refine procurement and travel requests while ensuring compliance with state administrative and contractual requirements are key duties. Maintaining open communication and liaison relationships with various internal and external organizations, such as RCUH, RAPD, UH Hilo's Budget office, HR office, and VC for Administrative Affairs office, is necessary for guidance on complex fiscal, personnel, and related matters. The role also involves recommending changes to program policies and standard operating procedures for improved efficiency and service. Coordination with PIs is required for proprietary or sole-source purchases, ensuring fiscal integrity of procurement/acquisition, receipt, and issue records, and preparing requisitions, bid information, and obtaining vendor quotes according to regulations. Facilitating the expenditure of grant funding per proposals and federal/state procurement rules is also a responsibility.

The position functions as a human resources coordinator for individual PIs, though the overall responsibility for professional human resources lies with the RCUH Human Resources Department. This includes coordinating with PIs to plan, write, and edit position descriptions, working with the RCUH Human Resources Office for establishing, classifying, or re-describing positions, monitoring, preparing, reviewing, and submitting personnel and payroll documents, arranging travel authorizations and reimbursements, researching and purchasing supplies, equipment, and services, and maintaining and safeguarding fiscal and personnel records and files.