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Title:
Institutional Support (Administrative Officer)
Position Number:
0078362T
Hiring Unit:
College of Natural Sciences Dean's Office
Location:
UH Manoa
Date Posted:
January 05, 2018
Closing Date:
January 22, 2018
Band:
B
Additional Salary Information:
Salary Commensurate with qualifications and experience.
Full Time/Part Time:
Full Time
Temporary/Permanent:
Permanent

Other Conditions:
  • Budgeted temporary position with possibility of renewing pending satisfactory performance and funding.
Duties and Responsibilities
  1. Verifies purchases and disbursements for fund availability and compliance with policies and procedures. Advises principal investigator of any disapproved requests and provides alternate methods which meet policy, if possible.
  2. 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.
  3. Ensures proper recording of expenditures and encumbrances. Initiates corrective action for erroneous entries.
  4. 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.
  5. Maintain and reconcile internal fiscal records of official University fiscal system reports and prepare correcting entries for RTRF accounts.
  6. 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.
  7. Assists with the close out of extramural awards and prepares or reviews and approves as necessary, financial reports for submittal to granting agencies.
  8. Independently trains PIs on all grant related items, including spreadsheets to assist with budgeting proposals an assists with the preparation of training materials for personnel, purchasing fiscal related areas.
  9. Administers various subcontract agreements and amendments related to extramural grants contracts.
  10. Responsible for fiscal accountability and documentation of procurement/acquisition receipt and issue records.
  11. Receives continuous training to keep up to date with policies and procedures related to their specialty area.
  12. Provides technical advice, interpretations and/or makes effective recommendations regarding applicable policies, procedures and other administrative requirements to administrators, faculty and staff.
  13. Advises principal investigator about the various types of personnel appointments and the recruitment, selection and appointment policies and procedures.
  14. 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.
  15. Reviews proposals for compliance with proposal guidelines and University policies and regarding grant proposal budget justifications. Adjusting budget proposals when necessary.
  16. 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.
  17. 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.
  18. Reviews the work of and provides guidance and training to departmental administrative officers.
  19. 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.
  20. Generates the necessary documentation to open fully executed contract/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.
  21. Reviews payroll ledgers against personnel actions. Prepares correcting entries as required.
  22. Develops and implements internal policies and procedures to record and report financial transactions to assist principal investigators to manage their extramural awards.
  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 a backup support for Pre-award grants coordinator by acting as “aggregator” in MyGrants when needed.
  25. As a backup, performs budget preparation by advising current and potential principal investigators in the development of budgets for grant proposals. Recommends alternatives to maximize use of resources and advise about allowable and unallowable costs.
  26. Identifies areas for improvement or services to assist faculty in accomplishing the research, teaching and outreach missions of the university.
  27. Ensures compliance of all personnel actions with collective bargaining contract provisional keeps abreast of provisions and changes to collective bargaining agreements of three bargaining units pertinent to the College.
  28. 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.
  29. Maintains effective professional relationships with departmental personnel, personnel in other University offices, State agencies, vendors, etc.
  30. 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.
  31. Analyzes work flow and makes suggestions to improve efficiency, accuracy, or effectiveness.
  32. Receives continuous training to keep up to date with policies and procedures related to their specialty area.
  33. Other duties as assigned
Minimum Qualifications
  1. Possession of a baccalaureate degree in Business Administration, Accounting or related field 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 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 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 of 3 professional references and official transcripts to the address below. All applications must be received by closing date to be considered.
Address:
  1. College of Natural Sciences, Dean's Office
  2. 2565 McCarthy Mall, Keller Hall 209
  3. Honolulu, HI 96822
Inquiries:
  1. Corey Nakamoto; 808-956-5915; cknakamo@hawaii.edu

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: http://ope.ed.gov/security/, 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.