READVERTISEMENT - Administrative Officer (0078890)

Title: Administrative Officer

Position Number: 0078890

Hiring Unit: HAWAIINUIAKEA SCH HAWN KNOWL, SHK DEAN'S OFF, SHK DEAN'S OFF

Location: UH at Manoa

Date Posted: 3/27/25

Closing Date: 4/17/25

Band: B

Salary: salary schedules and placement information

Other salary information: Minimum salary $ 63,000/year, $5,250/month

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Permanent

Funding: General Funds

Duties and Responsibilities

• *Serves as Administrative Officer with procurement and purchasing authority of $15,000.
• *Responsible for overall fiscal and grants management, including but not limited to: preaward, account establishment and maintenance, budget and budget forecasting, procurement, personnel, disbursing, reporting, and closeout.
• *Provides administrative staff support and advisement to higher level personnel or organizational groups in the performance of work of substantial scope, difficulty, or complexity in a specialty area.
• *Prepares pertinent documents including appointment memos, response to internal/external inquiries, legislative requests, etc. Reviews appropriateness of action memos prepared by the School and its programs.
• *Participates in overall project management and administration of state, federal, and extramural funds allocated to the School. 
• *Prepares, audits and approves financial/personnel transactions and documentation and ensures compliance with University and Federal (as applicable) rules and regulations. 
• *Performs monthly reconciliation of fiscal documents in order to track account balances.
• Provides advice and guidance on the most effective and efficient fiscal/personnel methods of managing various programs such as Research Corporation of the University of Hawaii (RCUH), Office of Research Services (ORS), UH Foundation, etc. 
• *Establishes and implements internal procedures for the preparation, processing, and monitoring of fiscal/personnel documents to assure compliance with applicable rules, regulations, and policies. 
• Maintains and fosters effective working relationships with others both internal and external to the University.
• *Coordinates personnel and payroll operations; develop and implement internal procedures and make changes as required. 
• *Prepares, reviews, and submits personnel and payroll documents ensuring complete and accurate data input as required by rules and regulations of the university and the state.
• *Oversees effort certification reports, and any other reports required by funding    agencies.
• * Works with Lead FA on physical inventory and ensures compliance with appropriate state, university, federal and/or sponsoring agency requirements.
• *Manages the department financial system access forms and user access requirements monitoring.
• Provides and/or conducts fiscal compliance training to Principal Investigators (PIs), managers, and administrative support staff as needed.
• *Provides administrative support service to higher level professionals who manage programs, grants or contracts.
• Participates on special teams or committees and prepares plans, reports, and analysis.
• *Works with senior level professionals in the contract/grant application process including preparing and monitoring grant applications, ensuring proposals meet grant criteria, etc.
• Maintains current knowledge of university, state, federal, and, sponsoring agency rules and regulations and ensures faculty and staff are informed of current policy & procedural changes that require immediate implementation.
• Other duties as assigned

*Denotes Essential Functions

Minimum Qualifications 

• Possession of a baccalaureate degree in business administration, accounting, finance, human resources, or related field and 3 year(s) of progressively responsible professional experience with responsibilities for fiscal administration, including at least one year of fiscal signing authority; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
• Considerable working knowledge of principles, practices and techniques in the area of accounting or finance 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 accounting and finance.
• 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.
• If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations. 

Desirable Qualifications 

• Functional knowledge of University and Research Corporation of the University of Hawaii (RCUH) fiscal and personnel policies and procedures.
• Experience with the University's on-line fiscal management (KFS, eThority or JASPER), myGrant, Research Corporation (fiscal and personnel), SECE and STAR systems.
• Ability to generate computer applications such as spreadsheet and database programs to meet reporting requirements.
• Familiarity with the Hawaiinuiakea School of Hawaiian Knowledge programs

To Apply:

Click on the "Apply" button on the top right corner of the screen to complete an application and attach required documents. 

Note: If you have not applied for a position before using NeoGov, you will need to create an account. Applicant must submit the following:

1. Cover letter that outlines specifically how you satisfy the minimum and desirable qualifications,
2. Names with contact information (including email addresses) of three (3) current professional references who can address your qualifications to the advertised duties and responsibilities,
3. Resume,
4. Official or copy of transcripts that reflect degree and course work with CONFIDENTIAL INFORMATION (ie. social security number, birth date, etc.) REDACTED.
    If requested transcripts are unobtainable by review date, please indicate so in your cover letter. Unofficial transcripts are acceptable upon application but official transcripts will be required if selected to fill the position.

Incomplete applications will not be considered.

Inquiries: Daylen Koga; dkoga@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.
 
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/   

Salary : $63,000