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Institutional Support (Administrative Officer)
Position Number:
Hiring Unit:
College of Natural Sciences Dean's Office
Date Posted:
March 14, 2017
Closing Date:
March 30, 2017
Additional Salary Information:
Commensurate with experience.
Full Time/Part Time:
Full Time

Duties and Responsibilities
  1. Receives continuous training to keep up to date with policies and procedures related to their specialty area.
  2. Provides technical advice, interpretations and/or makes effective recommendations regarding applicable policies, procedures and other administrative requirements to administrators, faculty and staff.
  3. Performs contracts and grants management. Verifies receipt of contract or grant and, in collaboration with the principal investigator and in concert with the grant requirements, determine appropriate budget categories.
  4. Generates necessary documentation to open fully executed contract or grants accounts and as appropriate; approves the opening of temporary accounts in advance of receipt of official award notification based on adequate assurances of forthcoming funds.
  5. Instructs principal investigators and his/her staff about procurement and payment procedures, personnel recruitment and appointment procedures, special requirements imposed by the grantor, and policies which govern the administration of the award.
  6. Verifies purchases and disbursements for fund availability and compliance with policies and procedures as well as purpose of award. Advises principal investigator of any disapproved requests and provides alternate methods which meet policy, if possible.
  7. Prepares budget and expenditure statement for principal investigator upon demand and reviews monthly expenditure reports and prepares budget projections to more efficiently administer the grant and avoid potential deficit situations.
  8. Ensures proper recording of expenditures and encumbrances. Initiates corrective action for erroneous entries.
  9. Assists with the close out of extramural awards and prepares or reviews and approves as necessary, financial reports for submittal to granting agencies.
  10. Reviews, approves and executes personnel appointments and adjustments within State, University, Federal or other granting agency requirements and policies and procedures. Including overload appointments ensuring compliance of granting agency guidelines.
  11. Advises principal investigator about the various types of personnel appointments and the recruitment, selection and appointment policies and procedures.
  12. Ensures compliance of all personnel actions with collective bargaining contract provisions; keeps abreast of provisions and changes to collective bargaining agreements of three bargaining units pertinent to the College.
  13. Researches and assists in preparing documentation for special projects as assigned by the Director of Operations.
  14. Keeps abreast of and interprets current policies, procedures, regulations, directives and State and Federal statutory laws and rules, i.e., Hawaii Revised Statutes and Federal Acquisition Regulations, including granting agency guidelines.
  15. Reviews payroll ledgers against personnel actions. Prepares correcting entries as required.
  16. Independently trains PIs on all grant related items, including spreadsheets to assist with budgeting proposals and assists with the preparation of training materials for personnel, purchasing fiscal related areas.
  17. Maintains effective professional relationships with departmental personnel, personnel in other University offices, State agencies, vendors, etc.
  18. Supervises the procurement and disbursing functions related to extramural funds. Provides instruction regarding procurement, disbursing and property management to ensure compliance with University policies and procedures and with Agency requirements.
  19. Reviews proposals for compliance with proposal guidelines and University policies and regarding grant proposal budgets and budget justifications. Adjusting budget proposals when necessary.
  20. Negotiates and resolves complex compliance, budgeting, procurement, and financial management issues with funding agencies and/or appropriate University officials on behalf of principal investigators and/or administrative officers.
  21. Develops and implements internal policies and procedures to record and report financial transactions to assist principal investigators to manage their extramural awards.
  22. Administers various subcontract agreements and amendments related to extramural grants contracts.
  23. Serves as a source of support to a program for personnel management, financial management, contract management, and/or comparable function or specialty area.
  24. Serves as backup support for Pre-award grants coordinator by acting as 'aggregator' in MyGrants when needed.
  25. Responsible for fiscal accountability and documentation of procurement/acquisition, receipt and issue records.
  26. Reviews and approves purchasing and disbursing documents such as purchase orders, authorization for payments, travel requests and completion reports, journal vouchers, federal equipment acquisition forms, etc
  27. Reviews the work of and provides guidance and training to departmental administrative officers.
  28. 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 grants management and fiscal administration; or equivalent education/training or experience.
  2. Considerable working knowledge of principles, practices and techniques in the grants management and fiscal adminstration 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 grants management and fiscal 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. Demonstrated ability to prioritize and organize workload to meet scheduled deadlines.
  11. Familiarity with spreadsheet and word processing software such as Microsoft Excel and Word applications.
  12. Ability to analyze problems, identify impact and solutions, and implement recommendations.
Desirable Qualifications
  1. Familiarity with policies and procedures, regulations and guidelines of the State of Hawaii and Federal Government.
  2. Familiarity with grants management.
  3. Familiarity with the policies and procedures of the University of Hawaii and RCUH.

To Apply:
Submit cover letter indicating how you satisfy the minimum and desirable qualifications, UH Form 64A (attach resume), names and contact information of 3 professional references and copy of transcripts acceptable (official transcripts required if hired) to the address below.
  1. College of Natural Sciences Dean's Office
  2. 2545 McCarthy Mall, Keller 201
  3. Honolulu, HI 96822
  1. Roxanne Jim;

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.

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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.