Administrative Officer, Sr (Associate State Director)(pos#97367) - University of Hawaii System : Job Details

Description

Title: Administrative Officer, Sr (Associate State Director)

Position Number: 97367

Hiring Unit: Hawaii Small Business Development Center (SBDC)

Location: UH - Hilo

Date Posted: August 30, 2024

Closing Date: Continuous, first review on or about September 16, 2024

Band: C

Salary : salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Temporary

Other Conditions: Appointment to begin approximately October 2024, pending position clearance and availability of funds. Temporary position, renewal contingent upon satisfactory work performance, availability of funds, and program needs.

Duties and Responsibilities (Denotes Essential Function)

1. Serves as the Senior Administrative Officer for the Hawaii SBDC State Director; responsible for the management of fiscal and personnel affairs of the Lead Office and various system-wide programs under HISBDC.

2. Assist the State Director in meeting their financial management and personnel responsibilities by serving as a liaison between the office, other support offices, and the different central offices.

3. Manages the review and processing of personnel transactions related to immigration, hiring, continuation, employee benefits and termination of employees for both the UH and RCUH System.

4. Serves as the chief fiscal administrator in the management of daily operations to include but not limited to reviewing, approving, and processing of fiscal transactions.

5. Responsible for the preparation, analysis and interpretation of the departments financial condition; monitors the fiscal reports and records and reports significant changes to State Director.

6. Responsible for the contracts and grants management, such as the formulation of budgets, preparation of financial reports, narratives and analysis, personnel matters, purchasing and compliance with UH, RCUH, State and Federal and Other sponsor guidelines.

7. Ensures compliance with applicable laws, regulations, policies, procedures and other guidelines applicable to financial, fiscal and personnel matters. Keeps abreast of changes and advises Directors.

8. Informs and reviews the University accounting system and ledgers with the directors, PIs and/or staff and advises on the applicable policies, rules, regulations, and procedures of the University, State, granting agencies, federal and state laws, collective bargaining provisions, etc.

9. Reviews, analyzes and interprets approved program allocations, conducts discussions with the various Directors to discuss impact and ramifications of the approved budgets.

10. Responsible for the Research and Training Revolving Fund (RTRF) allocations. Provides advice to the State Director on all matters related to RTRF. Works with the various campuses, system departments and various research units on allocation.

11. Responsible for the annual review and update of the organization and position charts for the State Director.

12. Responsible for the supervision of fiscal and personnel support staff.

13. Serves as the technical resource and subject matter expert relating to research and training revolving fund (RTRF).

14. Researches, evaluates, develops, and recommends system-wide RTRF administrative policies for the State Director to enhance compliance and/or streamline operations.

15. Serves as the technical resource and subject matter expert relating to the UH Foundation Fund.

16. Plans, directs, assigns and evaluates work assignments of subordinate administrative worker(s), interns, and other support staff.

17. Advises and provides guidance on behalf of the State Director on applicable University and RCUH policies and procedures pertaining to research.

18. Researches and interprets applicable laws, rules, regulations, and policies related to administration, fiscal services and university personnel.

19. Serves as the liaison between State Director, Manoa, All campuses, University Budget Office, and other Administrative Offices.

20. Facilitates meetings and workshops to meet departmental or program needs for the purpose of identifying financial and budget issues and training for unit leaders.

21. Develops financial reports, analyzes data, provides consultation on tools, process flows, policies and procedures.

22. Review labor and monthly departmental budget and finance summary reports. Analyze technical financial problems and provide professional assistance and advice concerning their solutions.

23. Serve as a member of the leadership team, supervises the administrative staff and activities of the financial unit.

24. Participate in America's SBDC (ASBDC) Accreditation and Small Business Administration (SBA) Reviews.

25. Stands in for State Director or Associate State Director of Operations, as assigned.

26. Comply with all appropriate SAP, Kuali Financial System (KFS), UH Information Security Awareness Training (ISAT) training and courses for Procurement.

27. Other duties as assigned

Minimum Qualifications

* Possession of a baccalaureate degree in Business Administration, Accounting or related field and 7 year(s) of progressively responsible professional experience with responsibilities for financial management or related field; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

* Advanced and comprehensive knowledge and understanding of a wide range of developing and emerging concepts, principles and methodologies in the area of the assigned fiscal administration, contract and grant management, higher education management.

* Comprehensive knowledge and understanding of a wide range of principles, theories, federal and state laws and systems associated with contract and grant management, fiscal administration, higher education management.

* Demonstrated ability to understand problems from a broad interactive perspective and use reasoning to discern underlying principles and issues when problem solving and apply creative thinking to resolve problems in new and unprecedented approaches.

* Demonstrated written and verbal competence in presenting ideas, concepts and models clearly using persuasion and negotiation to build consensus and cooperation.

* 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.

* Knowledge of State and Federal rules and regulations as the relate to contracts and grants management.

* Knowledge of State, Federal and other policies and procedures relating to fiscal management, procurement, purchasing, inventory control, personnel and other administrative matters.

* Experience with State and Federal human resources rules and regulations.

* Knowledge and/or experience in facilities management.

* Experience with computer systems, CRM/Center Dynamics, Constant Contact, Microsoft Office Suite, and other applicable software programs.

* Prior fiscal and personnel management experience at an institute of higher learning

* Experience in financial management in a public institution of higher education.

* Any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

Desirable Qualifications

* Master's Degree in Business Administration or related field.

* Knowledge of University of Hawaii and Research Corporation of the University of Hawaii and the applicable laws, administrative rules, policies, procedures, and practices.

* Knowledge of fiscal and budget policies and procedures of the State of Hawai`i or other governmental jurisdictions.

* Experience working with SBDC or similar assistance agencies.

* Experience with Kuali Financial System, Superquote, MyGRANT, GrantSolutions, SAP Concur, TouchNet, RCUH HR and Financial Portal

To Apply:

Click on the Apply button on the top right corner of the screen to complete an application and attach each required document. A complete application must include:

* Cover letter explaining how each minimum and desirable qualification is met

* Resume

* Names and addresses, email addresses and telephone numbers of three [3] current professional references

* 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. Please redact references to Social Security number and birth date on transcript copies. All requested documents/information become the property of the University. All minimum qualifications must be met by the closing 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: Joseph Burns, [email protected]

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. 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:

Agency University of Hawaii

Department University of Hawai'i at Hilo Address 200 W. Kawili Street

Hilo, Hawaii, 96720

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