Administrative Officer, Senior

Salary : See Position Description

Location : Honolulu, HI

Job Type : Full-Time Permanent

Job Number : 2025-00496

Department : University of Hawai'i at Manoa - OVPSS - Student Life & Development

Opening Date : 02 / 21 / 2025

Closing Date : 3 / 7 / 2025 11 : 59 PM Hawaii

Position Number : : 0080163

Description

Title : Administrative Officer, Senior

Position Number : 0080163

Hiring Unit : OFC OF VP FOR STUDENT SUCCESS, STUDENT CO-CURRICULAR SUCCESS, STUDENT LIFE & DEVELOPMENT

Location : UH at Manoa

Date Posted : February 21, 2025

Closing Date : March 7, 2025

Band : B

Salary :

Full Time / Part Time : Full-time

Month : 11-month

Temporary / Permanent : Permanent

Duties and Responsibilities (

• denotes essential functions) :
• Serves as the Fiscal Manager (fiscal authority) for Student Life and Development.
• Develops and implements effective internal controls of daily financial operations; accounting for funds generated from all sources to include reconciliation, recording, safeguarding and depositing as directed by the University policies and procedures.
• Manages the development, analysis, and monitoring of comprehensive budgetary plans for all department accounts to include budget execution and program expenditures for the Chartered Student Organizations (CSOs).
• Leads the preparation of financial statements and all related activities and advises management on any areas of concern or possible trends needing management review.
• Provides financial analysis on existing and proposed revenue-generating or break-even commercial services at the Campus Center Complex.
• Directs the collection, analysis, and evaluation of financial data for University use in response to inquiries from the State Legislature, federal and state agencies, and other organizations in a timely manner.
• Interprets instructions and prepares reports and analysis received from the UH Budget Office, UH Executives, legislators, or federal and state agencies.
• Represents department management in all audits; preparing financial statements, compiling requested financial and program documents, coordinating responses, reviewing findings, and preparing audit responses.
• Serves as the administrative approving authority for department travel requests and completions; ensuring compliance with all policies and procedures.
• Supervises professional, clerical, and student staff within the fiscal office in order to deliver their functions; and establishes, monitors, and evaluates their performance expectations.
• Plans, develops, implements, and evaluates new and revised departmental policies and procedures to comply with current and updated University policies and procedures.
• Manages and directs personnel administration services for the department, preparing, reviewing, and evaluating proposed position descriptions, personnel requests, justifications, and reclassification actions, etc.
• Maintains and updates personnel records, including maintaining the employee database file system for record-keeping and reports.

14. Advises employees on employee benefit programs based on applicable policies, procedures, and collective bargaining agreements.

15. Plans, directs and / or conducts training and informational sessions on various fiscal procedures, policies and guidelines.

16. Assists in the planning, coordinating, and implementing of new employee orientation and the proper in / out-processing of all employees.

17. Evaluates purchasing and procurement plans of CSOs to ensure compliance with state and University policies and to certify the availability of funds.

18. Resolves complex procurement issues concerning construction, competitive pricing, specification terms, vendor selections, and other purchasing transactions.

19. Negotiates scope of services, timelines, and use of required resources with the Director of Internal Audit and / or external CPA firms for audits.

20. Ensures proper and accurate inventory / asset management and control.

21. Administers, directs, and monitors any department debt service repayments of bonds and any other debt service attributed to the department.

22. Serves as an advocate for student organizations, assisting in position-appropriate ways with the delivery of their functions.

23. Understands and communicates intent underlying University policies and procedures to students, student organizations, and support staff.

24. Works beyond normal business hours including evenings, weekends, and / or holidays as needed.

25. Other duties as assigned.

Minimum Qualifications

1. Possession of a baccalaureate degree in Accounting, Business Administration, Finance or a related field and five (5) years of progressively responsible professional experience, of which at least two (2) years must include supervisory experience, with responsibilities for supervising a fiscal or accounting office; or any equivalent combination and / or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

2. Considerable working knowledge of principles, practices and techniques in the areas of accounting and / or finance, as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.

3. Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with accounting and / or finance.

4. 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.

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

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

7. Demonstrated ability to operate a personal computer and apply word processing software.

8. If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.

9. Considerable knowledge and experience of generally accepted governmental accounting principles.

10. Demonstrated ability to analyze financial statements, discern trends, and make projections of revenues and expenditures.

11. Demonstrated ability to analyze problems, identify impact and solutions, and implement recommendations.

12. Knowledge and experience in the principles and practices of human resources administration and organizational management.

13. Knowledge and ability to conduct workshops and training for employees.

14. Ability to multi-task and perform in a high-paced environment.

15. Ability to work a variable work schedule that goes beyond normal working hours, including evenings, weekends, and holidays, as necessitated by program requirements.

16. Knowledge of higher education administrative services and the services offered at student unions.

17. Working knowledge of computerized spreadsheet programs and computerized financial management information systems.

Desirable Qualifications

1. Master's Degree from an accredited college or university in accounting, finance, or related field.

2. Demonstrated ability to perform with high levels of energy, flexibility, and initiative.

3. Demonstrated knowledge of the University of Hawai'i structure, policies, procedures and administrative rules.

4. Experience with revolving and special funds and / or revenue-generating operations.

5. Fiscal experience with both self-supporting and government-funded programs at a higher level educational institution.

6. Experience with managing construction procurement at the University of Hawaii.

7. Understanding of principles and practices related to student services.

To Apply :

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

Click on the "Apply" button on the top right corner of the screen to complete an application and attach required documents. Applicant must submit the following : (1) cover letter indicating how you satisfy the minimum and desirable qualifications, (2) resume, (3) names and contact information (including telephone number and email addresses) of at least three professional references and (4) official transcripts with confidential information (i.e. social security number, birth date) redacted. A copy of transcripts is acceptable at time of application; however, originals are required upon hire. Incomplete applications will not be considered.

Inquiries : Eddie Robles; roblesed@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 :

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 : , 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 :