Administrative Officer (pos #0079027T)

Title: Administrative Officer

Position Number: 0079027T

Hiring Unit: SCH OF LAW, LAW DEANS OFF, LAW DEANS OFF

Location: UH at Manoa

Band: B

Salary : salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Temporary

 Pending Position Clearance

Duties and Responsibilities 

1. * Provides daily oversight for a full range of activities in the Fiscal/Personnel Office that includes reviewing, approving, funds management, financial accounting, disbursement, accounts receivable, procurement, inventory management, human resource management and grants administration. This includes direct service to the Law School's academic and student programs, and administrative functions requisite for the executive administrative management of the Law Library.

2. * Participates in the recruiting of staff & faculty to include full-cycle recruitment, new hire orientation, onboarding, job postings, applicant tracking, reporting,temporary assignments, job descriptions, as well as the processing of employee promotions, transfers, terminations, and other human resources changes/updates.

3. * Analyzes computer-generated accounting and personnel reports for accuracy and resolve discrepancies with appropriate University system administrative offices.

4. * Reviews expenditure documents and resolves discrepancies to ensure timely and accurate processing of purchasing, personnel, and payroll data.

5. * Prepares adjusting journal entries to ensure accuracy of expenditure data, including cash draw downs and year-end adjustments.

6. * Reviews and approves Fiscal/HR documents such as travel requests/completions, purchase orders, authorizations for payment, HR onboarding doc.'s, etc. for completeness and compliance with UH policies and procedures, collective bargaining agreements, sponsor award terms and conditions, and federal/state laws.

7. * Reviews contracts and extramural grant proposals and assists principal investigators in budget formulation and makes recommendations in accordance with federal and university circulars and guidelines.

8. * Reviews extramural grants purchases and procurement activities and reconciles accounts in accordance with UH/RCUH/Federal Rules and regulations.

9. * Works with the Senior Administrative Officer's and other school personnel to address audit concerns and implement corrective action.

10. * Works closely with Law School managers and administrators to ensure the success of selected Law School programs such as student competition travel, school protocol spending, lecturer hiring and payroll, etc.

11. * Extract data and create custom management reports for Law Library administrators. Prepare statistical reports to accrediting agencies such as the ASA and AALS.

12. * Independently administer selected sponsored projects including proposal preparation and submission, expenditure maintenance and compliance, and project closeout.

13. * Manage all day-to-day correspondence and document preparation for personnel matters (hiring, fringe benefits, terminations, etc.)

14. Implement policies and procedures for an internal system to record and report financial and personnel transactions.

15. Review computer reports for accuracy and resolve discrepancies with appropriate University system administrative offices.

16. * Secure bids and quotations for purchases as required by State, University, Federal, and extramural funding agency policies and procedures.

17. Keep abreast of university, sponsor, state, and federal administrative guideline and procedures for funds management.

18. Keep abreast of Library operations and expenditure data to provide management with information required by accrediting and monitoring agencies (American Bar Assn. etc.)

19. Other duties as assigned

* Denotes Essential Functions

Minimum Qualifications 

1. Possession of a baccalaureate degree in Business Administration, Accounting or related field and 3 year(s) of progressively responsible professional experience with responsibilities for financial and human resource 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 field of business 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 business 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 and apply word processing software.

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

Desirable Qualifications 

1. Considerable knowledge of University of Hawai`i, RCUH, and UHF financial management and human resources policies and procedures, and applicable business management systems (Kuali, PeopleSoft, Touchnet, Banner)

To Apply:

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Inquiries:  Wesley Kau, wkau@hawaii.edu

The University of Hawai'i is an Equal Opportunity Institution and is committed to a policy of nondiscrimination on the basis of race, sex, gender identity and expression, age, religion, color, national origin, ancestry, citizenship, disability, genetic information, marital status, breastfeeding, income assignment for child support, arrest and court record (except as permissible under State law), sexual orientation, domestic or sexual violence victim status, national guard absence, or status as a covered veteran.  For more information or inquiries regarding these policies, please refer to the following link: http://www.hawaii.edu/offices/eeo/eeo-coordinators/.

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/