Administrative Officer

Administrative Officer

Position Number: 0079819

Hiring Unit: C OF NAT SCI, NAT SCI DEANS OFF, NAT SCI DEANS OFF

Location: UH at Manoa

Closing Date: September 11, 2026

Band: B

Salary: salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Permanent

Duties and Responsibilities

Manages the necessary administrative support for the Dean and Associate Dean including, but not limited to, maintaining a demanding and frequently changing calendar; prepare expense reports and travel requests/completions for the Dean

Screens incoming inquiries to the Dean and Associate Dean using proper judgement based on established policy and/or procedure.

Works closely with the Chief Administrative Services Officer to track and ensure that the Dean's priorities are met, draft communications, daily correspondence, special messaging on behalf of College of Natural Sciences (CNS) leadership, strategically schedules meetings and proofreads documents on behalf of the Dean.

Works closely with the Associate Dean to draft a variety of communications, including but not limited to, newsletters and website content.

Facilitates in the coordination and processing of all Tenure & Promotion guidelines, Faculty Contract Renewals, Periodic Reviews, and Scholarship paperwork.

Executes a variety of time-sensitive and complex responsibilities including routine interface with University and community leaders on administrative, substantive and confidential matters.

Develops effective systems to manage the administrative and operational needs of the Dean's Office including issue, task, and action tracking, following with key individuals, and regular status reporting.

Ensures a professional face for the Dean's Office operations, efficiency, effectiveness and success, while exercising discretion and judgement in performing a wide variety of duties.

Communicates professionally and effectively on behalf of the Dean and manages relations with key constituents, frequently communicating with the faculty, staff and internal and external stakeholders.

Acts as a central resource for the coordination of the Dean's administrative requests and serve as a resource to CNS.

On behalf of the Dean and in collaboration with staff of the College and/or University, manages and implements the planning and coordination of relevant special programs and events.

Ensures compliance with Board, Executive, collective bargaining processes, University of Hawaii Foundation, UH and/or RCUH fiscal policies and procedures as well as implementation of new policies and procedures.

Prepares requisitions, invitations to bid, bid specifications, technical specifications, and/or requests for quotations; contracts and obtain bids.

Analyzes and ensures accuracy and completeness of purchase and payment documents in compliance with University, RCUH, UHF, grants, federal and/or state policies and procedures.

Manages the maintenance of current equipment and controlled property inventory records.

Supports College facility-related operations and coordinates with faculty, staff and business offices.

Supervises assigned student assistants as needed.

Provides guidance and training to subordinate professional, clerical and student personnel in the conduct of their respective work assignments.

Responsible for overall oversight of secretarial staff related to office coverage and vacation leaves, faculty assignments to secretaries, and general workload assignments. Also has general oversight over hiring and usage of student assistants.

Reviews the work of and provides guidance and training to departmental staff.

Minimum Qualifications

Possession of a baccalaureate degree in Communication, English, Marketing, Social Science, or related fields and 3 years of progressively responsible experience with responsibilities for business administration, communication or marketing; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

Considerable working knowledge of principles, practices, and techniques in the area of business administration, communication, or marketing 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, theories, and systems associated with office management and/or business administration.

Demonstrated ability to resolve wide ranging complex problems through the use of creative reasoning and logic to accurately determine the cause of 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.

If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.

The ability to handle confidential information with excellent judgement and discretion required.

Proven ability to develop and maintain a professional, collaborative, and positive spirited environment in the Office of the Dean.

Excellent organizational abilities with attention to detail necessary.

Demonstrated ability to set priorities, manage deadlines, work with diplomacy, poise and efficiency in a highly pressured environment.

Extensive experience with calendaring software and Microsoft office suite are essential.

Demonstrated ability to execute special projects in a fast-paced office.

Possess tactful communication and strong organizational background along with the ability to be flexible, professional, and creative in responding to rapid requests with very short turnaround.

Desirable Qualifications

Experience in an institution of higher education or complex organization supporting a senior level executive in fast-paced environment preferred.

Familiar with administrative policies and procedures of University of Hawai`i or possesses the perspective and understanding of an educational institution similar to the University.

To Apply:

Click on the "Apply" button on the top right corner of the screen to complete an application and attach required documents. Applicant must submit the following: (1) Resume; (2) Cover letter indicating interest in the position and how the minimum and desirable qualifications of the position are met; (3) The names and contact information (telephone number and email addresses) of at least three professional references; and (4) Copies of educational transcripts with CONFIDENTIAL DATA (i.e. social security number, birthdate, etc) REDACTED. If requested transcripts are unobtainable by closing date, please indicate so where transcripts are required as an attachment. You will have a grace period of 7 days from the closing date (09/11/2026) to email copies of your transcripts to View email address on click.appcast.io. Official transcripts will be required if selected to fill the position. 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. Inquiries: Charles Luk, View email address on click.appcast.io