Program Specialist (Sr. Extramural Program Support Specialist) - (#0079640T)

Description

The University of Hawai‘i, Kapi‘olani Community College, Grant's Office, is seeking applications for the Sr. Extramural Program 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 : Program Specialist (Sr. Extramural Program Support Specialist)

Position Number : 0079640T

Hiring Unit : Office of the Chancellor, Grant's Office

Date Posted : February 8, 2025

Closing Date : February 24, 2025, 11 : 59 PM HST

Pay Band : B Full Time / Part Time : Full Time

Salary : See salary schedule and placement information

Temporary / Permanent : Temporary - Not to Exceed : September 30, 2025

Funding : Federal funds

Other Condition : Renewable annually upon the availability of Federal funds, temporary, pending availability of funds, with the possibility of extension, pending satisfactory performance, and actual staffing requirements. To begin approximately April 1, 2025.

Introduction : Sr. Extramural Program Support Specialist reports to the unit head of the Grants Office / Project Director of the U.S. Department of Education Title III ANNH Cooperative Arrangement Development Grant, Creating an Ecology for Innovation : Transformative Funds Management Strategies through Shared Services Centers to Support Native Hawaiian Student Success. With delegated authority from the Project Director, this position assists with achieving the strategic vision for the shared services center, centralizing key functions for extramural proposal development and extramural program management. These activities include providing technical assistance with extramural proposal development, convening Grantsmanship Series professional development sessions, and aligning ongoing support services with evolving service needs for extramurally funded activities at Kapi‘olani Community College

Duties and Responsibilities (NOTE :

• denotes Essential Functions)
• Coordinates with the Chancellor and supervisor to ensure that the outcomes of the Title III Creating An Ecology for Innovation cooperative grant are met.
• At the direction of the Title III Project Director and Principal Investigator, assists with the collection of data for project reporting on customer service, pre-award (extramural revenue), and grantsmanship professional development performance measures.

Assists with outreach, recruitment, and communication activities sponsored by the Grants Office.

Convenes grantsmanship professional development sessions with principal investigators and grant support staff.

Identifies and engages target audiences, including community leaders, practitioners, researchers, and beneficiaries. Tailors messaging and outreach materials to suit specific groups, leveraging culturally relevant approaches, accessible formats, and inclusive language to maximize program awareness and application.

Prepares budget templates to align with sponsor and university requirements, including UH’s institutional rates (i.e., indirect costs, fringe benefits, etc.).

Provides recommendations to the Chancellor and supervisor regarding budgetary needs to implement extramurally funded activities, including requests for indirect cost waivers.

Assists principal investigators with preparing grant proposal submissions in Grants.gov, Research.gov, and other sponsor-required portals.

Prepares myGRANT submissions following the UH Office of Research Services requirements for extramural transactions.

Maintains the Grants Office calendar of deadlines, professional development opportunities, and other events related to extramural programs.

Provides strategic guidance to Principal Investigators (PIs) and project teams to develop and implement extramural project plans, ensuring alignment with grant requirements and objectives. Assists with establishing timelines, securing resources, and coordinating activities to ensure projects have a strong and efficient start.

Assists PIs and project staff with onboarding to extramural project management systems, including the RCUH Human Resources and Financial Portals. Provide training and technical support to ensure proper use of systems for managing budgets, personnel, and project activities.

Keeps abreast of current University policies, procedures, regulations, directives, and State and Federal statutory requirements, i.e., Hawaii Revised Statutes, Hawaii Administrative Rules, and Federal Acquisition Regulations.

Assists principal investigators with preparing post-award requests, including no-cost extensions, change of senior investigator nominations, and supplemental funding requests.

May require in- and out-of-state travel.

Other duties as assigned

Minimum Qualifications Possession of a baccalaureate degree in Social Sciences, Business Administration, Public Administration, Economics, or related field and five (5) year(s) of progressively responsible professional experience with with applying for extramural funding and managing extramurally funded activities; or any equivalent combination of education and / or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

Considerable working knowledge of principles, practices and techniques of grants and workforce development training contracts as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.

Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with grants and workforce development training contracts.

Demonstrated ability to resolve wide-ranging complex problems through the use of creative reasoning and logic to accurately determine the cause of the problems and the resolution of the problems in an effective, innovative and timely manner.

Demonstrated ability to interpret and present complex information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.

Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.

Demonstrated ability to operate a personal computer, apply word processing software, and must possess strong computer skills with commonly used professional software programs such as Google Suite / Microsoft Office, Adobe, Zoom, and other communications, project management, or creative technologies.

For supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.

Functional knowledge and understanding of institutional policies, compliance regulations, service agreements, and contracts, and capabilities of computerized applications.

Functional knowledge and understanding of general leadership and organizational management best practices.

Functional knowledge and understanding of project budgeting and project management principles.

Demonstrated ability to prepare project budgets for various extramural activities.

Demonstrated ability to manage projects and grants, write reports, and oversee training, data collection, and analysis.

Desirable Qualifications Master’s degree in Social Sciences, Business Administration, Public Administration, Economics, or related field; and / or Juris Doctor degree with experience in drafting, reviewing, or negotiating contractual agreements.

Working knowledge of federal grant submission requirements to the U.S. Department of Education Title III ANNH Native Hawaiian Strengthening Institutions Program. Prior experience with extramural funding programs supporting ANNH and AANAPISI institutions, including the U.S. Department of Education Title III Strengthening Institutions Program.

Working knowledge of the National Science Foundation proposal development and grants administration requirements with prior experience developing proposals in Research.gov and senior personnel documents in SciENcv.

Knowledge of the University of Hawai‘i’s regents policies, executive policies, and administrative procedures governing extramural proposal development and extramural project implementation with at least 3 years experience preparing extramural proposals and post-award actions in the University of Hawai‘i's extramural proposal development systems, including myGRANT.

Knowledge of the University of Hawai‘i and RCUH human resources policies and procedures with at least 3 years of experience initiating personnel transactions in UH and RCUH’s electronic personnel management portals, including the RCUH Human Resources Portal and PeopleSoft.

Knowledge of the University of Hawai‘i and RCUH fiscal policies and procedures with at least 3 years of experience initiating transactions in UH and RCUH’s electronic fiscal management portals, including Kuali Financial Systems (KFS), Research Corporation of the University of Hawai?i (RCUH) Financial Portal, and myGRANT.

Demonstrated ability to successfully apply for extramural funding supporting community colleges.

Evidence of commitment to Kapi‘olani Community College’s vision of positioning itself as a model indigenous serving institution whose graduates strengthen the social, economic, and sustainable advancement of Hawai‘i and the world.

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

To Apply :

Click on the "Apply" button on the top right corner of the screen to complete an application and attach the required documents. 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 on the basis of race, sex, gender identity and expression, age, religion, color, national origin, ancestry, citizenship, disability, genetic information, marital status, breastfeeding, income assignment for child support, arrest and court record (except as permissible under State law), sexual orientation, domestic or sexual violence victim status, national guard absence, or status as a covered veteran. For more information or inquiries regarding these policies, please refer to the following link : http : / / www.hawaii.edu / offices / eeo / eeo-coordinators /

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 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 reasonable accommodation for any part of the application and hiring process should contact the EEO coordinator directly. Determination of requests for reasonable accommodation will be made on a case-by-case basis. For further information, please refer to the following link : www.hawaii.edu / offices / eeo / accommodation-request /

Kapi'olani Community College does not discriminate on the basis of age, race, sex, color, national origin, or disability in its programs and activities. For more information or inquiries regarding these policies, contact Section 504 Coordinator, (808) 734-9575, 4303 Diamond Head Road, 'Ilima 209, Honolulu, HI 96816; Title IX Coordinator, (808) 734-9542, 4303 Diamond Head Road, 'Iliahi 116