Administrative Officer (Pos. #80570) - University of Hawaii : Job Details

Salary: See Position DescriptionLocation : Hilo, HIJob Type: Full-Time PermanentJob Number: 2024-02283Department: University of Hawai'i at HiloDivision: College of Arts and Sciences - Dean's OfficeOpening Date: 10/11/2024Closing Date: ContinuousPosition Number:: 80570DescriptionTitle: Administrative Officer, PBBPosition number: 80570Hiring Unit: College of Arts and Sciences, Dean's Office Location: UH HiloDate Posted: October 11, 2024Closing Date: Continuous recruitment, first review of applications on or about November 13, 2024 and will continue until filledBand: BSalary: salary schedules and placement information Monthly Type: 11-monthFull time/Part time: Full-timeTemporary/Permanent: PermanentOther Conditions: Appointment to begin approximately December 2024 pending position clearance and availability of funding. Duties and Responsibilities:

ADMINISTRATION: Reporting directly to the Dean, this position will function as the senior budget & fiscal administrator for the College of Arts and Sciences and the Vice Chancellor for Academic Affairs.

Collaborates with the Deans and Administrative Officers of all units within Academic Affairs, and works with the Vice Chancellor for Academic Affairs to produce and monitor annual budget projections and allocations for the Academic Affairs units.

Serves as lead Administrative Officer within Academic Affairs, providing mentorship and guidance to the other College Administrative Officers as necessary.

Serve as consultant for a broad range of operational, policy & procedural matters, including but are not limited to: HR, data governance & data security, facilities use/maintenance, repair/renovations, procurement, grants & contracts, etc.

Collaborates with the Budget and Financial Directors of UH Hilo to effectively execute fiscal, procurement and other policies & procedures. Specific duties include:

Ensures compliance with College fiscal matters in accordance with federal/state grants & contracts, the University of Hawaii Foundation, as well as to state rules and regulations.

Maintains and monitors internal account and fiscal records for general funds, special funds, extramural funds, and Research Corporation of the University of Hawaii (RCUH), Research Administration/Project Development (RAPD) and UH Foundation accounts.

Reconciles monthly program expenditures with university-generated reports; i.e. compares internal records with university-generated reports.

Monitors expenditures and maintains control of spending in accordance with budget plans or grant expenditure plans.

Reviews all requests for out-of-state travel using the College's funds and advises the Dean or designee on disposition.

Serves as administrative officer for the College and provides the full range of administrative support in areas that have resource constraints or require fiscal resolution of administrative problems or similar problems.

Maintains current and high-level knowledge of UH System, Board of Regents, and other applicable policies and procedures as they relate to procurement, budget planning, personnel, construction/maintenance, and other operational functions.

Recommends changes to program policies and standard operating procedures to improve operations to achieve the most efficient and effective service.

Advises the Dean of the progress of projects assigned, anticipated problems, major policy changes expected affecting assigned responsibilities, and completion of projects assigned.

Resolves operational and administrative matters in accordance with current policies, procedures, and directives as requested and uses independent authority to do so.

Investigates and prepares justifications for administrative, fiscal, and/or personnel actions in compliance with regulations.

Provides administrative staff support for the Dean, including disbursing and purchasing, formulating budgets, monitoring contracts, and maintaining facilities.

Collaborates with and works in conjunction with appropriate UH Hilo and UH System offices to carry out financial and operational coordinator duties.

Provides policy/procedural guidance and support services on complex or difficult issues to departments, in particular issues/problems which involve two or more unit/functional areas in the College.

Oversees, coordinates or implements special budget & fiscal projects on behalf of the Dean to support College vision, mission and strategic priorities.

Support and coordinate strategic and long-range planning budget & fiscal efforts.

Monitors all UH Foundation Accounts assigned to the College.

Develops and administers purchasing policies and regulations within established budget limitations.

Provides spreadsheet software training, Kuali system training, and other forms of technical assistance and training to the College's faculty and staff.

Develops and maintains financial management of all College budgets, including general funds, revolving funds, special funds, and Foundation accounts.

Anticipates spending trends and assists the Dean with budget forecasting, creative resource management, and strategic budget planning to ensure that the College can effectively meet its goals and priorities.

Monitors expenditures and encumbrances regularly; corrects and reports irregularities to the Dean or designee.

Engages in grant writing, preparing reports and contracts, and other administrative responsibilities to support the strategic priorities of the College.

Submits financial and fiscal reports to the UH Hilo Budget Office and to the UH Hilo RCUH and/or UH Hilo RAPD as needed.

Maintains open communication and liaison relationships with UH Hilo's Budget Director, HR Director, VC for Administrative Affairs, and other UH Administrative Affairs staff for guidance as needed regarding complex fiscal, personnel, and related matters.

HUMAN RESOURCES: Functions as human resources coordinator for the College as needed. Overall responsibility for the full range of professional human resources lies with the UH Hilo Human Resources Dept. Specific duties include:

Reviews, analyzes, evaluates & develops short & long-range staffing requests/requirements, program justifications and evaluations in the context of legislative decisions, State & University policies, guidelines, or instructions & program needs.

Coordinates professional development programs and offerings, in collaboration with College-wide colleagues, for all faculty/staff in the College.

Plans, writes, and edits position descriptions to create or re-describe positions; works with the UH Hilo Human Resources Office in establishing, classifying, or re-describing positions.

Prepares, reviews, and/or audits personnel transactions, including review of SF-1 form to determine if sufficient funds are available for new faculty and staff hires. Analyzes staffing patterns.

Updates PNF files as needed.

Coordinates appropriate, relevant, and timely professional development opportunities for College staff, including new staff orientation.

BUDGET/FISCAL: Serves as the budget manager/fiscal administrator for the Dean. The overall responsibility for the full range of fiscal & budget management lies with the UH Hilo Budget Office. Specific duties include:

Maintains and analyzes fiscal transaction information, chart of accounts, records and financial reports, fiscal data relating to materials, labor, overhead costs, object codes and control ledgers, registers, journals and other related fiscal records.

Responsible for, approves, and issues POs, IDOs, etc. and has approving authority over expenditures of up to $24,999.

Prepares written policies, reports, analyses, administrative procedures, instructions, guidelines, interpretations, financial statements, cost and valuation reports, and statements of condition.

Allocates indirect costs by a variety of allocation bases.

Designs and conducts (or supervises the conduct of) routine and special confidential financial and compliance audits of programs with funds from various sources and/or with highly complex accounting features.

Accounts for a variety of financial transactions that may include the conduct of end-of-year period cash, funds flow analysis, income statements, balance sheets, and other financial reports.

Reviews, analyzes, evaluates, and develops short and long-range budget (operating and/or capital improvements) proposals, budget (operating and/or capital improvements) requests, and proposed expenditure plans.

Interprets and advises on matters to include the development of options/alternatives and recommendations on budget policies, procedures (for example, fund transfers), and instructions.

Maintains budget (operating and/or capital improvements) account information in accordance with established instructions and guidelines and operating instructions.

Conducts program analyses, evaluations, and studies of long-range goals, objectives, budget (operating and/or capital improvements) instructions, program objectives, costs, measures of effectiveness and fund use.

Prepares short- and long-term financial plans relating to unit-level and College's needs based on evaluation of unit-level and College budget and fiscal operations.

Directs and manages project financial operations with respect to budget preparation, generation and accounting of revenues, expenditure control and investment strategy, and organizes refinancing options and evaluation.

Assists the Dean and faculty/staff in submitting grant proposals for continued funding from various sponsoring agencies.

Coordinates with funding agencies on reports, audits and other College level management matters; works with RCUH and/or RAPD on the College's accounting, fiscal/financial and procurement matters as needed for grant projects.

Processes requests for proprietary or sole-source purchases in compliance with applicable laws, policies, procedures, rules, and regulations.

Completes, reviews, maintains, reconciles and audits fiscal transaction reports, forms, requests, fiscal journals and records in accordance with Federal, State and University requirements.

Evaluates and recommends internal accounting controls, procedures and adherence to generally accepted accounting principles and management practices; administers, directs and coordinates a financial and compliance audit program.

Monitors orders from onset to completion; coordinates and initiates expending actions.

Prepares, analyzes and interprets the College's financial condition; monitors financial reports and records; and reports significant changes to the Dean.

Accounts for funds generated from all sources (sales, fees, etc.); oversees the collection, reconciliation, recording, safeguard and deposit of income as directed by pertinent policies and procedures.

Prepares year-end adjusting and closing entries, trial balances, draws on income and expense accounts into income statements and enterprise funds and procurement and payments documents.

Documents and assures fiscal integrity of procurement/acquisition, receipt, and issue records.

Advises on procurement policies, procedures and requirements and assists customers and vendors to refine procurement requests or responses while ensuring compliance with administrative and contractual requirements.

Ensures that policies and procedures for the control and accounting of cash and other negotiable items are strictly adhered to.

Performs financial services such as ensuring compliance with University policies and procedures and State and Federal rules and regulations.

Other duties as assigned.

Minimum Qualifications:

Possession of a baccalaureate degree in Business, Human Resources, Public Administration or related field and 3 years of progressively responsible professional experience with responsibilities for management support with familiarity in financial and fiscal reporting, procurement, negotiating and administering contracts, audit process, internal controls; 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 management support with familiarity in financial and fiscal reporting, procurement, negotiating and administering contracts, audit process, internal controls, human resources administration and/or related government regulations 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 management support with familiarity in financial and fiscal reporting, procurement, negotiating and administering contracts, audit process, internal controls, human resources administration and/or related government regulations.

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, apply word processing software.

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

Strong knowledge of financial, fiscal and accounting principles, especially with federal programs administration.

Demonstrated knowledge of Microsoft (MS) Office, financial systems, spreadsheets and MS Project.

Understand and be proficient with Federal Acquisitions Registration Service (FARS) and Office Management and Budget (OMB) Circular A-21, A-133 standards, or have the ability to understand and become proficient in these areas in a short period of time.

Desirable Qualifications:

Master's degree in Business Administration, Accounting, or related field.

Ability to work effectively with multiple financial structures, i.e. University of Hawai`i, Research Corporation of the University of Hawai`i, University of Hawai`i Foundation, and assorted non-profit organizations.

Experience in post-secondary educational environments.

Experience in higher education academic or administrative affairs.

Ability to work responsibly with a variety of funding sources (e.g., general funds, state and federal grants, auxiliary entities, etc.

Work experience in a multicultural environment.

Knowledge of and experience with UH fiscal, HR and other administrative policies and procedures.

Demonstrated ability to effectively interact with other entities within UH and RCUH.

Accounting or fiscal experience in a public, comprehensive institution of higher education.

Demonstrated ability to manage federal grants.

Demonstrated ability to recognize fiscal and financial problems, identify possible causes, and resolve the full range of problems that may commonly occur in business administration.

Strong knowledge of non-profit organizations.

To Apply: Click on the Apply button on the top right corner of the screen to complete an application and attach the required documents. A complete application must include: (1) cover letter explaining how each minimum and desirable qualification is met;(2) resum;(3) the names and addresses, email addresses and telephone numbers of three (3) professional references; (4) transcript(s) showing degrees and course work appropriate to the position (copies are acceptable; however, original official transcripts will be required prior to employment). Please do not include any self-identifying photos they will be redacted. PLEASE REDACT REFERENCES TO SOCIAL SECURITY NUMBERS AND BIRTH DATE ON TRANSCRIPT COPIES. All requested documents/information become the property of the University. All minimum qualifications must be met by the hire date. Incomplete applications will not be considered. Failure to submit all required documents and reference information shall deem an application to be incomplete.Note: If you have not applied for a position before using NeoGov, you will need to create an account.Inquiries: Rodney Jubilado, EEO/AA, Clery Act, ADAThe 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. For more information or inquiries regarding these policies, please refer to the following link: 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: 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: