Work at UH Advertisement

Institutional Support (Administrative Officer)
Position Number:
Hiring Unit:
Sea Grant College Program
UH Manoa
Date Posted:
July 07, 2017
Closing Date:
July 31, 2017
Additional Salary Information:
Salary is commensurate with qualifications and experience.
Full Time/Part Time:
Full Time
Temporary - Not to Exceed: January 31, 2018

Other Conditions:
Renewal contingent upon availability of funds and satisfactory performance of duties.
Duties and Responsibilities
  1. Advise current & potential principal investigators & fiscal officers in the preparation of budgets for grant proposals. Recommend to principal investigators various alternatives to maximize use of resources.
  2. Keep abreast of & interpret as necessary granting agency guidelines regarding grant proposal budgets, latest salary & fringe benefit information, including proposed changes, & exercise sound judgement in projecting personnel and other cost requirements.
  3. Advise principal investigators about allowable & unallowable costs. Review & approve final budgets before transmittal to ORS.
  4. Facilitate receipt and acceptance of sponsored projects and work with the principal investigators, agencies, and ORS to determine final budget categories and attributes. Work with ORS to establish accounts, upon award notification or assurances of awards.
  5. Provide general instructions to principal investigator & staff across all administered programs about proper procurement & payment procedures, personnel recruitment procedures, & any special requirements imposed by the sponsoring agencies.
  6. Supervise the procurement & purchasing functions related to institutional & sponsored project funds. Provide guidance on procurement procedures. Review procurement actions for availability of funds & compliance with policies and procedures.
  7. Develop & implement internal policies & procedures to record & report financial transactions. Prepare budget & expenditure statements for principal investigators.
  8. Review monthly ledgers & summary reports, analyze expenditure trends & prepare budget projections to administer the grant more efficiently & avoid potential deficit situations. Ensure proper recordation of expenditures and encumbrances.
  9. Prepare/review and approve, as necessary, financial reports for submittal to sponsoring agencies.
  10. Advise account and project managers on various personnel policies & procedures. Monitor personnel commitments and payments for compliance with State, University, & Federal or other agency requirements.
  11. Keep abreast of collective bargaining contract provisions to ensure compliance with provisions of the contracts, as applicable.
  12. Assist the Fiscal Administrator in the management & administration of all administered programs' institutional fund budget including the budget preparation, allocation, position control, fiscal management, purchasing, & inventory control functions.
  13. Assist in the management of the Director's office & related supervision of other fiscal staff, clerical staff, & student assistants in the performance of accounting, procurement, personnel, and property management functions.
  14. Serve as the working supervisor for student assistants.
  15. Prepare complex budget worksheets to assist with analysis & budget oversight for all administered programs & projects, and develop comprehensive data summaries to encompass information from all components and external subawards relating to core funding.
  16. Other duties as assigned
Minimum Qualifications
  1. Possession of a baccalaureate degree in Business Administration and 3 year(s) of progressively responsible professional experience with responsibilities for fiscal and human resources administration; or equivalent education/training or experience.
  2. Considerable working knowledge of principles, practices and techniques in the fiscal and human resources administration as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.
  3. Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with fiscal and human resources administration.
  4. 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.
  5. Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.
  6. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
  7. Demonstrated ability to operate a personal computer and apply word processing software.
  8. For supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
  9. Any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
  10. Knowledge of and experience working with financial systems, such as Kuali Financial System (KFS), eThority (reporting system), or the Research Corporation of the University of Hawaii (RCUH) procurement and payment system.
  11. Considerable knowledge of and experience with sponsored projects management at an institution of higher education.
Desirable Qualifications
  1. Familiarity with the Sea Grant College Program.
  2. Knowledge of and experience with the use of Kuali Financial System (KFS), eThority (reporting system), and the Research Corporation of the University of Hawaii (RCUH) procurement and payment system.

To Apply:
Submit cover letter indicating how you satisfy the minimum and desirable qualifications, UH Form 64A (attach resume), names and contact information (phone and e-mail) of 3 professional references and official transcripts (copies acceptable for application, but if selected, originals required at time of hire). All application materials must be submitted by the closing date. Failure to submit all application materials by the closing date shall deem an application incomplete and will not be considered. Electronic submission of application via e-mail to:
  1. Darren T. Lerner; 808-956-7031;

The University of Hawaiʻi 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.

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 Hawaii 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 10A 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.