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Company Name : University of Hawaii
Location : Kaneohe, HI 96744
Position : Administrative Officer
Job Description : Description
Title: ADMINISTRATIVE SUPPORT; Administrative Officer
Position Number: 0078243T
Hiring Unit: HAWAII INSTITUTE OF MARINE BIOLOGY / SOEST
Location: Kaneohe, HI; Oahu
Date Posted: 3/18/22
Closing Date: Continuous Until Filled
Band: PBB
Salary: Salary schedules and placement information
Full Time/Part Time: Full Time
Funding: Extramural / Special
Temporary/Permanent: Temporary position with the ability to become permanent.
Other Conditions
Continuation dependent on satisfactory performance, available funds, operational needs and actual staffing requirements.
This is a temporary position with the ability to become permanent.
Duties and ResponsibilitiesResponsible for overall grant management, including but not limited to: pre?award, account establishment and maintenance, budget and budget forecasting, procurement, personnel, disbursing, reporting, and closeout, up to and including assignments that support large research projects and specific PI’s.Responsible for managing budgets and finances of major programs. This includes overseeing appropriated, extramural, and revolving funds.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.Conducts reviews, maintains, reconciles and audits fiscal transaction reports, forms, requests, fiscal journals and records in accordance with Federal, State and University rules, regulations, policies and procedures.Monitors project financial operations with respect to budget preparation and expenditure control.Reviews, approves, and monitors procurement transactions for allowability, allocability, reasonableness, and availability of funds.Prepares, analyzes, and interprets project’s financial condition; monitors financial reports and records and reports significant changes to supervisor.Responsible for fiscal accountability and documentation of procurement/acquisition, receipt, and issue records.Researches, interprets, and applies terms and conditions of sponsored agreements to ensure accuracy and compliance with all applicable policies and guidelines.Recommends changes to program policies and standard operating procedures to improve operations to achieve the most efficient and economical service.Evaluates and makes recommendations on internal accounting controls, procedures and adherence to generally accepted accounting principles.Provides advice, interpretations and/or makes effective recommendations, including the development of options and alternatives, regarding applicable policies, procedures and other administrative requirements to administrators, faculty and staff.Develops or improves procedures, makes recommendations or performs functions of comparable scope and difficulty in support of the Institute.Prepares reports and correspondence for internal and external review/distribution.Responsible for written and oral communications, exercising tact, diplomacy, and good judgment in relations with others.Develops and/or presents to management and/or other personnel written and/or oral reports and/or recommendations.Develops complex or special nonrecurring reports as needed.Provides and/or conducts fiscal compliance training to PIs, managers, and administrative support staff as needed.
Participates on special teams or committees and prepares plans, reports, and analyses.Advises supervisor of the progress of projects assigned, anticipated problems, major policy changes expected affecting specialized area, and completion of projects assigned.Identify, coordinate and evaluate obstacles and problematic situations and resolving issues of dispute with tact, diplomacy and effectiveness.Receives training relative to policies and procedures.
Maintains and fosters effective working relationships with others both internal and external to the University.Fiscal signing authority up to $10,000.Reviews, analyzes, evaluates and develops short and long?range financial plans, budget proposals, budget requests and proposed expenditure projections.
Other duties as assigned.
Note: *Indicates Essential Functions.
Minimum Qualifications
Education and Professional Work Experience
Possession of a baccalaureate degree in Business, Accounting, Finance or related field and 4 Year(s) of progressively responsible professional experience with responsibilities for financial and contracts/grants management; or equivalent education/training or experience.
Knowledge, Skills and Abilities
Considerable working knowledge of principles, practices and techniques in the field of fiscal administration and grant management 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 financial and grants administration.
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.
Equivalencies
Any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
Supplemental Minimum Qualifications
Demonstrated ability to analyze, interpret, & use sound logic & judgment when applying administrative policies and procedures.
Demonstrated ability to prioritize and organize workload to meet scheduled deadlines.
Knowledge of accepted governmental accounting principles, techniques and fund accounting systems.
Knowledge of the principles and practices of federal and state fund administration.
Ability to analyze financial statements and statistical reports, discern trends, and apply analytical techniques.
Desirable Qualifications
Familiarity with the UH and RCUH accounting, procurement, and personnel systems.
Knowledge of administrative practices of the University and/or other institutions of higher education.
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 to the Selection Committee indicating interest in the position and how the minimum and desirable qualifications of the position are met and (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 information (i.e., social security number, birth date, etc.) redacted. Official transcripts will be required at the time of hire. Application review will begin around 4/4/22.
Incomplete applications will not be considered.
Note: If you have not applied for a position before using NeoGov, you will need to create an account.
Inquiries: Gary Paulson, gpaulson@hawaii.edu
EEO/AA, Clery Act, ADA
The University of Hawai’i is an Equal Opportunity/Affirmative Action 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.
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