Administrative Officer, PBB (0080181)

Title:                                     Administrative Officer, PBB

Position Number:                0080181

Hiring Unit:                          Office of Administrative Services, College of Natural Sciences

Location:                              Manoa Campus

Date Posted:                        March 25, 2025

Closing Date:                       April 09, 2025 11:59 PM HST

Permanent/Temporary:       Permanent

Full-Time/Part-Time:            Full-Time

Salary:                                  Salary schedules and placement information

Funding:                               General Funds, approximately May 2025 

• *Manages College of Natural Sciences grant and contract Pre-Award and Post-Award functions on assigned accounts. Acts as liaison between college PIs, college administration, ORS and granting agencies.
• *Guides faculty and staff in the development and preparation of research proposals, contracts, sub-contracts and agreements to include budgets, documentation and interpretation of funding requirements on assigned accounts.
• *Provides PIs guidance in inputting and uploading proposals and supporting documents on Mygrants and other funding agencies electronic systems on assigned accounts.
• *Facilitates award process. Recommends and implements effective and efficient policies and procedures for CNS Pre-Award proposal processing.
• *Advises PIs in budget development ensuring that proposed budget conform to applicable rules, regulations, policies, and procedures on assigned accounts.
• *Reviews all grant proposals on assigned accounts, budgets and justifications to ensure compliance with funding and oversight agency rules and regulations; approves if appropriate.
• *Reviews and approves personnel appointment forms ensuring compliance with granting guidelines as well as University policies.
• *Recommend changes to work flow and internal processing as it relates to fiscal operational efficiencies of the College.
• *Work with the administrative team and unit personnel to perform and complete annual inventory of equipment.
• *Negotiates and resolves complex compliance, budgeting, procurement, travel requests and completions and financial management issues with appropriate units and agencies.
• *Independently trains faculty and staff on fiscal related areas.
• *Review and approve purchasing and disbursing documents such as purchase orders, authorization for payments, travel requests and completion reports, journal vouchers, and federal equipment acquisition forms up to signing authority limit.
• *Verifies purchases and disbursements for fund availability and compliance with policies and procedures as well as purpose of award. Responsible to advise principal investigator of any disapproved requests and provides alternate methods which meet policy.
• *Keeps abreast of and applies current policies, procedures, regulations, directives and State and Federal statutory laws and rules, i.e., Hawaii Revised Statutes and Federal Acquisition Regulations, including granting agency guidelines.
• *Analyzes workflow and makes recommendations to develop and implement internal policies and procedures to record and report financial transactions to improve efficiency, accuracy and/or effectiveness.
• *Reviews the work of and provides guidance and training to departmental administrative officers.
• *Advises principal investigators and his/her staff about procurement and payment procedures.
• *Responsible to prepare budget and expenditure reports for principal investigators upon demand and advises principal investigators of budget expenditure reports to efficiently administer the grant and avoid potential deficit situations.
• *Applies and ensures compliance of personnel actions with collective bargaining contract provisional and keeps abreast of provisions and changes to collective bargaining agreements pertinent to the College.
• *Serve as fiscal administrator for the College of Natural Sciences in procurement, assigned grants and contracts management and disbursing actions with signing authority up to $24,999.
• Other duties as assigned

Minimum Qualifications 

• Possession of a baccalaureate degree in accounting or related field and 3 year(s) of progressively responsible professional experience with responsibilities for fiscal administration and procurement; or equivalent education/training or experience.
• Considerable working knowledge of principles, practices and techniques in the fiscal administration and procurement areas 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 fiscal administration and procurement.
• 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 and apply word processing software.
• For supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
• Demonstrated ability to prioritize and organize workload to meet scheduled deadlines.
• Strong interpersonal and communication skills and an ability to work with a diverse team of faculty, students and staff.
• Able to work as a team member and to proactively investigate, recognize and resolve fiscal procurement and operating issues.

Desirable Qualifications 

• Knowledge of administrative service policies and procedures of the University
• Completed the Office of Research Services Grants and Contracts Certification program

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) Resume;

(2) Cover letter indicating interest in the position and how the minimum and desirable qualifications of the position are met;

(3) The names and contact information (telephone number and email addresses) of at least three professional references; and

(4) Copies of educational transcripts with CONFIDENTIAL DATA (i.e. social security number, birthdate, etc) REDACTED. If requested transcripts are unobtainable by closing date, please indicate so where transcripts are required as an attachment. You will have a grace period of 7 days from the closing date (04/09/2025) to email copies of your transcripts to cnshr@hawaii.edu. Official transcripts will be required if selected to fill the position.

Inquiries: Email your questions to cnshr@hawaii.edu

INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED.

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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/