Administrative Officer (0077994T)

Title: Administrative Support - Administrative Officer

Position Number: 0077994T 

Hiring Unit: Office of the Vice President for Research and Innovation (OVPRI)

Location: Manoa Campus

Date Posted: 4/24/2025

Closing Date:  5/7/2025

Band: B

Salary: salary schedules and placement information

Additional Salary Information: Commensurate with education and experience

Full Time/Part Time: Full Time

Temporary/Permanent: Temporary

Duties and Responsibilities 

(** denotes essential functions)

•  ** Serves as an assistant to the Assistant Vice President for Research Administration and Compliance, providing administrative and operational support to ensure efficiency in daily functions and the execution of strategic initiatives.
• **Organizes and manages staff and resources on behalf of the Assistant Vice President to ensure benchmarks, strategic initiatives, organizational priorities, and short-term and long-term objectives are met.
• **Facilitates compliance with training requirements for the University, professional and academic organizations, internal and external reviews, and other regulatory concerns by coordinating efforts among directors, staff, and students to ensure accuracy and timeliness.
• **Collaborates with Managers, Administrators, and staff to define analytical parameters and collect relevant background information for informed decision-making.
• **Coordinates and prepares reports utilizing research administration software platform(s) and other internal and external software programs
• **Conducts comprehensive analyses of existing and proposed policies, procedures, and work practices; assesses their impact on campuses; and provides recommendations for the development or refinement of administrative policies, procedures, and practices.
• **Assists in the preparation of various management reports by researching and evaluating relevant technical information, drafting reports tailored to the target audience, and presenting background information and key issues.
• **Serves as a key liaison for executives and administrators, handling requests on behalf of the Assistant Vice President and proactively resolving issues to ensure seamless operations.
• **Develops and manages strategic communication efforts on behalf of the Assistant Vice President, including crafting speeches, statements, presentations, talking points, and overseeing news releases, publications, events, and media outreach to ensure accurate, timely, and impactful dissemination of key initiatives.
• **Ensures the accuracy of all materials prepared and distributed under the Assistant Vice President’s name by independently researching issues, preparing documents for signature, initiating correspondence, and summarizing reports and background materials in collaboration with program managers to provide comprehensive statistics, historical context, and policy adherence.
• **Stays informed on management practices at other higher education institutions while monitoring emerging trends and advancements in research and innovation, ensuring the Assistant Vice President’s resources remain strategically aligned with the evolving needs of the University and its constituencies.
• **Ensures administrative policies and procedures remain current, accurate, and appropriately disseminated in a timely manner, working with program area administrators to expedite processes.
• **Resolves issues affecting programs under the Assistant Vice President’s oversight by collaborating with stakeholders to develop action plans, address all aspects of problems, and ensure timely resolution while maintaining tact, discretion, and smooth operations.
• **Leads special research projects on behalf of the Assistant Vice President, evaluating issues, determining program impacts, and developing innovative solutions tailored to the University's objectives.
• Other duties as assigned

Minimum Qualifications:  

     Education and Professional Work Experience:

• Possession of a baccalaureate degree in business administration, public administration, or related field and 3 year(s) of progressively responsible professional experience with responsibilities including the support of executive level administrators, office operations, technical proficiency with software, and managing complex schedules, or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

     Knowledge, Skills and Abilities:

• Considerable working knowledge of principles, practices and techniques in the area of research administration and compliance 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 research administration and compliance.
• 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 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, spreadsheets and internal software tracking programs.
• If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.

Supplemental Minimum Qualifications:  

Desirable Qualifications:  

• Demonstrated knowledge of the University of Hawai'i’s applicable policies, procedures, and relevant practices.
• Demonstrated knowledge of the Research Corporation of the University of Hawai’i (RCUH) applicable policies, procedures, and relevant practices.
• Demonstrated experience in office administration, business and/or project management.
• Demonstrated work experience managing a large, fast-paced office/department with direct supervision of a subordinate(s) and provided support to an executive level staff member(s).

To Apply:

Click on the "Apply" button on the top right corner of the screen to complete an application and upload required documents. Required documents include: (1) cover letter indicating how you satisfy the minimum and desirable qualifications; (2) resume; (3) the names and contact information of at least three professional references; and (4) transcripts showing degree and coursework to date appropriate to the position (original official transcripts will be required at the time of hire.)

NOTE: Please create a new account if this is your first time applying for a position using NEOGOV.

Inquiries:

Victoria Rivera; riveravg@hawaii.edu

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.
 
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