Administrative Officer (pos #0081366)

Title: Administrative Officer

Position Number: 0081366

Hiring Unit: C OF EDUC, EDUCATION DEANS OFF, EDUCATION DEANS OFF

Location: UH at Manoa

Date Posted: January 17, 2025

Closing Date: Continuous – application review begins February 4, 2025

Band: B

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Permanent

Duties and Responsibilities

• *Participate in the formulation of annual and biennium budgets for appropriated funds including, General, Special/Tuition, Revolving, and Outreach. 
• *Review university generated computer reports for accuracy. Compile, analyze, develop and provide financial information and other activity reports to system administrators, auditors and funding agencies as required.
• *Review and approve all fiscal documents for intramural and extramural grants (purchase orders, travel, reimbursements, direct payments, journal vouchers, etc.) in compliance with university, state and sponsoring agency guidelines.
• Work with principal investigators in preparing specifications for special purchases required by the various projects.
• Keep abreast of laws, directives, business manual instructions, & policy decisions as they affect the work of the organization. Advise the College of Education's (COE) Directors & other department heads on these matters.
• *Administer & monitor COE's Faculty travel support program. Establish quarterly/annual budgets for the college's Research and Training Revolving Fund  allocation that support the professional travel. Contribute to COE's travel policies and procedures.
• Serve as working supervisor and manage the workload of subordinate Administrative, Professional and Technical (APT) staff, casual hires, and undergraduate student assistants. 
• Serve as Buildings/Facilities Coordinator for Everly Hall. Coordinate all major repair & maintenance & capital improvement projects with Facilities Planning & Management Office. 
• *Provides day to day support of operations for the College, prepare and audit personnel actions for Board of Regents (faculty, APT, civil service, lecturers), Research Corporation of the University of Hawaii (RCUH) appointments, graduate assistants, casual hires and student workers in compliance with existing rules and regulations.
• Provides support with the establishment of positions, recruitment and APT Salary Placements and Special Salary Adjustments.
• Advise and assist supervisors on the process of salary adjustments in accordance with Collective Bargaining Agreements and university rules and regulations.
• *Work with academic and research units to develop position descriptions for all position types including faculty, APT, graduate assistant, casual, and RCUH.
• Maintain personnel records.
• *Serve as COE's main point of contact and user for all online recruitment profiles in the NeoGov system. Track and maintain all recruitments including posting job advertisements and closeouts once hires are finalized 
• Advise department and search committee chairs on EEO rules and regulations as well as internal policies and procedures for all COE recruitments.
• Prepare and review necessary paperwork for international hires including H-1B workers, J-1 exchange visitors, TN workers, and U.S. permanent residence. Serve as primary Liaison between department/unit and Faculty Scholar and Immigration Services (FSIS).
• Other duties as assigned.

*Denotes Essential Functions

Minimum Qualifications 

1. Possession of a baccalaureate degree in accounting, human resources or related field and 3 year(s) of progressively responsible professional experience with responsibilities for general accounting and budgeting, or human resources; 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 human resources and personnel management or fiscal management 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 private, state and federally funded contracts and grants.
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. If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.

Desirable Qualifications

1. Experience working in higher education.
2. Familiar with NeoGov and PeopleSoft.
3. Experience working with the Kuali Financial System.
4. Experience working with RCUH Financial system.
5. Knowledge of visa requirements for international employees.

To Apply: Click on the “Apply” button on the top right corner of the screen to complete an application and attach required documents to the online application. Applicants should submit 1) cover letter indicating how you satisfy the minimum and desirable qualifications, 2) resume; 3) names and contact information (including email address) of at least 3 professional references; and 4) official transcripts (copies acceptable; however, official transcripts are required upon hiring). Late, incomplete, or unreadable application materials will not be considered. Please REDACT references to social security numbers and birth date on submitted documents. All items become the property of the University of Hawaii and will not be returned.

NOTE: If you have not applied for a position before using NEOGOV, you will need to create an account. The maximum file size to upload/attach is 10 MB. If the attachment is larger than 10 MB, please split the file and upload it as a supplemental attachment.

Inquiries: Sheryl Tashima, sheryl@hawaii.edu, (808)956-4279

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/