Administrative Officer (0097492)

Title: Administrative Officer

Position Number: 0097492

Hiring Unit: OFFICE OF THE PROVOST, INSTITUTE FOR SUSTAINABILITY & RESILIENCE (ISR)

Location: UH at Manoa

Date Posted:  February 14, 2025

Closing Date:  March 24, 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. *Responsible for providing fiscal support to ISR including, but not limited to procurement, travel requests/completion, reimbursements, etc. in accordance with established policies and procedures, ensuring accuracy and compliance.

2. *Leads grant proposal management and submission processes. Works closely with ISR assigned fiscal officer and the Office of Research Services.

3. *Leads financial management, budgetary analysis, and resource assessment, both of ISR program and research functions.

4. *Provides support with personnel related tasks and matters, such as for faculty, staff, and graduate assistant recruitment, selection, hiring, appointments, termination, ensuring timely completion/dissemination, consistency, and efficient/effective overall processes.

5. *Manages SUST (Sustainability-focused cross-list identification) and sustainability student databases, updating systems with student and curricular changes.

6. *Responsible for organizing, coordinating and facilitating logistics for ISR-related events, as appropriate.

7. *Leads ISR management of external partners (e.g. creating partnership agreements such as MOUs).

8. *Schedules ISR-initiated meetings, including program, research and curriculum committee meetings as well as Director meetings.

9. *Manages ISR office needs, such as software and hardware procurement/maintenance, printer maintenance, keys and access, and procurement for other materials and supplies. 

10. *Attends relevant ISR program meetings, including for the purpose of taking minutes and supporting relevant follow-up.

11. *Coordinates the maintenance of ISR website, including monitoring website for ADA compliance.

12. *Trains, evaluates and supervises student assistant(s) as necessary.

13. Supports ISR curriculum review processes, as related to intake of UHM 1 and 2 forms for SUST cross-list.

14. Develops ISR promotion materials and leads management of outreach events, such as program flyers, conference materials, and other engagement materials for other stakeholder events.

15. Facilitates sustainability student intake, including routing students to appropriate advisors and resources.

16. Other duties as assigned.

Minimum Qualifications 

1. Possession of a baccalaureate degree in arts and humanities, social sciences, science, business, public administration or related field and 3 year(s) of progressively responsible professional experience with responsibilities for program 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 program 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 program administration.

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, apply word processing, spreadsheet, and presentation software.

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

9. Demonstrated interest in program administration and development.

10. Functional knowledge of principles, practices and techniques in fiscal and program administration.

11. Excellent organizational and problem-solving skills.

12. Demonstrated interest in topics of sustainability and resilience.

Desirable Qualifications 

1. Demonstrated interest in sustainability and resilience topics as relevant to Hawai`i.

2. Knowledge of University and State of Hawai`i, or other comparable institutions, policies, procedures and laws for fiscal and/or HR administration.

3. Familiarity with University of Hawai`i, or other comparable institutions of higher education, financial and/or HR management systems.

4. Ability to provide high quality service, including communicating with and being sensitive to individuals/organizations from a variety of cultural backgrounds.

5. Demonstrated ability to manage work priorities and projects, and ability to work effectively in a multi-task environment.

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 your interest in the position and how you satisfy the minimum and desirable qualifications;
2. Resume;
3. Name sand contact information (telephone number and email addresses) of three (3) professional references; and
4. Copy of unofficial transcripts (official transcripts will be required at the time of hire). Academic record/grade summaries will NOT be accepted. Copy of diplomas will NOT be accepted.)Documents issued from an institution 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. Expense of the evaluation shall be borne by the applicant.

NOTE: If multiple applications are received from the same candidate, only the last one will be reviewed. Please do not include any self-identifying photos they will be redacted. PLEASE REDACT REFERENCES TO SOCIAL SECURITY NUMBERS AND BIRTH DATE ON TRANSCRIPT COPIES. All items become the property of the University of Hawaii and will not be returned. Only complete applications will be passed on to the search committee for consideration. No late applications will be accepted.

Inquiries: Makena Coffman, Makena.coffman@hawaii.edu, 808-956-2890

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. 
 
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: https://www.hawaii.edu/offices/eeo/accommodation-request/