Administrative Officer (0077465)

Title: Administrative Officer

Position Number: 0077465

Hiring Unit: College of Social Sciences - Social Science Research Institute

Location: UH at Manoa

Date Posted: March 31, 2025

Closing Date: April 11, 2025

Band: B

Salary: salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Permanent

Duties and Responsibilities 

1. *Serves as the Administrative Officer for sponsored research and training programs of the College, interfacing with the departmental chairs, faculty, graduate students and administrative staff.
2. Advises Principal Investigators (PIs) in the development of proposals for research projects and programs, compiles input from various faculty in development of detailed budgets that conform to conditions of the grant as well as federal regulations.
3. *Manages extramural grants received by faculty in the College. Works closely with PIs to advise them in all areas of grant management. Takes the initiative in providing proactive client services to faculty PIs.
4. *Assures that funds are expended in accordance with budgetary standards and, as necessary, arranges for the amendment of expenditure plans based on projections of future needs.
5. Reviews financial records and reports prepared by PIs. Prepares required reports and documentation. Monitors grant balances to track spending to assure that grants are not overspent.
6. Develops/maintains reports of commitments, projections and expenditures for payroll, purchasing & other recurring obligations.
7. *Oversees day-to-day management of contracts and grants, including personnel, purchasing and disbursements, and maintain accurate and timely records of and regularly report on the financial status of each award.
8. *Certifies availability of funds and propriety of expenditure (in accordance with the terms and conditions of the award) on all documents initiated against the funds of the units or programs for which the position is responsible.
9. *Reviews all expenditure documents to assure transactions are in accordance with applicable laws and established policies, rules and regulations, and assures that UH/RCUH procedures are followed in expenditure implementation.
10. Trains and advises project and college personnel in matters regarding fiscal and procurement aspects in project management.
11. *Serves as resource person providing expertise on regulations and procedures pertaining to the major sources of funding.
12. Provides administrative support for college wide programs by assisting the Director of Social Science Research Institute (SSRI) and Senior Administrative Officer in administration of sponsored research and training projects.
13. Advises management in the flow of administrative data, conduct studies and analyses to ensure optimal efficiency of project management.
14. *Reviews and audits all aspects of financial transactions related to extramural and intramural grants to ensure compliance with state, federal and RCUH policies and procedures.
15. Plans and executes College's sponsored research and training programs.
16. Coordinates with other administrative units and academic departments in the University, funding agencies, state agencies in interpreting policies consistent with rules and regulations of UH, RCUH, State and Federal.
17. Other duties as assigned.
    

Minimum Qualifications 

1. Possession of a baccalaureate degree in Business Administration or related field and 3 year(s) of progressively responsible professional experience with responsibilities for budgets, personnel, and/or grant administration; or any equivalent combination of education 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 area of grants administration 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 contracts and grant management.
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. For supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
9. Experience in grants management in various capacities from initiation of proposal through implementation to close out period.
10. Demonstrated ability to follow written and oral instructions.

Desirable Qualifications 

1. Knowledge of and experience with state and federal regulations pertaining to administration of extramurally funded contracts and grants.
2. Ability to assist faculty with preparation of grant proposals, administration of grants received, and identification of potential funding sources.
3. Considerable knowledge of the administrative policies and procedures of the University of Hawaii and RCUH.

To Apply:

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 interest in the position and how the minimum and desirable qualifications of the position are met

2. Resume

3. Names and contact information (telephone number and email addresses) of three professional references

4. Transcripts (copies of transcripts are acceptable; however, original official transcripts will be required at the time of hire)

Incomplete applications will not be accepted.

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Inquiries: 

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. 
 
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