Job Description

Description

Title: Administrative Officer
Position Number: 0078992
Hiring Unit: C OF NAT SCI, CHEMISTRY DEPT
Location: UH at Manoa
Date Posted: 04/12/23
Closing Date: 04/25/23
Band: B
Salary : salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Permanent


Duties and Responsibilities

• 
  Prepares and follows up with purchase requisitions, payments, reimbursements, travel and other fiscal documents in a timely manner.
• Reviews departmental PCard transactions and reallocates expenses to appropriate codes.
• Work collaboratively with the College\xe2\x80\x99s Office of Administrative Services and Dean\xe2\x80\x99s Office.
• Provides support to PIs and Coordinates the preparation of extramural grant proposals, including federal electronic grants for submission to the College\xe2\x80\x99s Office of Administrative Services for processing.
• Maintain, reconcile, and audit internal departmental fiscal budget.
• Analyze and ensure accuracy and completeness of purchase and payment documents in compliance with University, RCUH, UHF, grants, federal and/or state policies and procedures.
• Manage the maintenance of current equipment and controlled property inventory records.
• Orient, train and coordinate with new faculty, PIs or staff on departmental policies and procedures as it relates to department activities.
• Provide support to PIs to review grant proposals for submission, ensuring compliance with applicable state and federal laws, regulations, policies & procedures. Advise on guidelines to comply with University\xe2\x80\x99s mission.
• Works directly with PIs to process travel requests and completion reports for cost and no-cost travel to ensure funds spent are in accordance with University, RCUH and/or sponsors\xe2\x80\x99 policies and procedures.
• Responsible for managing daily facility-related operations and expenses.
• May serve as a working supervisor for lower rank personnel, student hires and volunteers.
• Prepares and follows up with purchase requisitions, payments, reimbursements, travel and other fiscal documents in a timely manner.
• Ensures that all goods and services are purchased in compliance with Federal, State and University guidelines and procedures.
• Keeps abreast of current University policies, procedures, regulations, directives and State and Federal statutory requirements, i.e., Hawai\xe2\x80\x98i Revised Statutes, Hawai\xe2\x80\x98i Administrative Rules, and Federal Acquisition Regulations.
• Receives and attends training to ensure compliance with applicable laws, rules, policies, procedures and practices especially when offered by the College\xe2\x80\x99s Office of Administrative Services.
• Assists with the preparation on a variety of reports.
• Serves as a back-up for other support personnel as needed.
• Other duties as assigned.

Minimum Qualifications
Education and Professional Work Experience

• Possession of a baccalaureate degree in Business, Accounting, Finance or related field and 3 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.

Desirable Qualifications

• 
  Knowledge of administrative practices of the University and/or other institutions of higher education.

To Apply:
Click on the \xe2\x80\x9cApply\xe2\x80\x9d button on the top right corner of the screen and attach the required documents. Applicants must submit (1) cover letter indicating how you satisfy the minimum and desirable qualifications, (2) resume, (3) names and contact information of 3 professional references and (4) copies of transcripts with confidential identifiable information (i.e. social security number, birth date, etc.) redacted are acceptable, but official transcripts will be required at the time of hire.

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.
For Inquiries
please contact: Philip Williams, email: philipwi@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.