Administrative Officer

Administrative Officer (Imiloa and Hawaiian Language Medium Pathways)

The University of Hawaii at Hilo (UH Hilo) is a public liberal arts and sciences university on the Island of Hawaii, recognized for its integration of cultural immersion and place-based research that leverages the island's extraordinary geological, biological, and cultural diversity. A comprehensive, regional campus within the ten-campus University of Hawaii system, UH Hilo offers high-quality undergraduate and select postgraduate education, with distinctive strengths in areas such as marine science, geology, astronomy, and Hawaiian language revitalization, while advancing research, scholarship, and creative activity that support community needs, environmental stewardship, Indigenous knowledge systems, and workforce development priorities for the State of Hawaii.

Imiloa is a bilingual science and culture center and outreach organization of the University of Hawaii at Hilo. Imiloa is dedicated to serving local and visitor communities through quality education programs strengthened by the core academic offerings of UH Hilo. Our programs and services include, but are not limited to PreK-12 grade programs, after school programs, day camps, Hawaiian language and culture-based enrichment programs that focus on local science research, cultural advancement and environmental stewardship. Imiloa brings together members of the Hawaiian and scientific communities to share a common vision for the future, bringing information about the cultural and natural history of Maunakea to students, teachers, our local residents, and visitors from around the world. Imiloa links to early Polynesian navigation history and knowledge of the night skies, and today's renaissance of Hawaiian culture and wayfinding with parallel growth of scientific developments on Hawaii Island.

The Administrative Officer provides critical leadership and oversight for the administrative, fiscal, and operational functions supporting the Imiloa Astronomy Center and the Hawaiian Language Medium Pathways associated programs. This role is central to ensuring compliance, strategic financial management, and efficient operations across all program areas, allowing the center to advance its mission of blending science, Hawaiian culture, and educational pathways.

Duties and Responsibilities

• Provides a broad scope of administrative and staff oversight in the following field of assignment: Fiscal management, Grants, HR, Travel, Cash handling / Deposits and Procurement for all Hawaii Imiloa and Hawaiian Medium Pathways associated programs. Direct supervision of staff executing the aforementioned tasks.
• Synthesizes project activities, progress, obstacles, and achievements into high-level reports for the Executive Director.
• Serves as the primary administrative lead for the unit. Provides policy guidance, and manages essential documentation across human resources/payroll, procurement, travel, facilities maintenance, data security, and grant administration.
• Reconciles monthly program expenditures with university-generated reports - i.e. compares internal records with university-generated reports.
• Monitors expenditures and maintains control of spending in accordance with budget plans or grant expenditure plans.
• Completes, reviews, maintains, reconciles and audits fiscal transaction reports, forms, requests, and records in accordance with Federal, State and University requirements.
• Interprets and advises on fiscal matters including development of options/alternatives and recommendations on budget policies, procedures, strategic fund transfers, and instructions. Assists Director in planning and budgeting for various program activities.
• Coordinates with the UH Hilo Human Resources Office in establishing, classifying, and re-describing positions.
• Assists the Director and faculty/staff in submitting grant proposals for continued funding from various sponsoring agencies.
• Supports and assists the strategic vision and goals of pertinent unit programs by fostering a cohesive work unit in aid of the mission and objectives of Imiloa and Hawaiian Language Medium Pathway Educational Programs.
• Collaborates with the Budget and Financial Directors of UH Hilo to effectively execute fiscal, procurement and other policies & procedures.
• Monitors and maintains internal fiscal records across general, special, extramural, RCUH, ORS, and UH Foundation accounts.
• Manages end-to-end purchasing process, including bids, technical specifications, vendor quotes, and requisitions in accordance with applicable regulations.
• Attends training to ensure compliance with proper policies and procedures and to learn innovative business practices. Participate in liaison meetings and training, as appropriate, and lead the implementation of new or revised processes, systems, or policies.
• Exercises utmost discretion, diplomacy and professionalism in all matters, especially those involving confidential or sensitive information.
• Other duties as assigned.

Minimum Qualifications

• Possession of a baccalaureate degree in any field and 5 years of progressively responsible professional experience with responsibilities for program management, fiscal management, management support 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 Hawaii based education systems and operations 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 purchasing and personnel.
• 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, apply word processing software, and Microsoft (MS) Office, including Excel, and other commonly used software programs such as Adobe Acrobat.
• Demonstrated proficiency utilizing financial systems for procurement, payments, and account management.
• Ability to research, analyze, collect data, and prepare written reports in a timely manner.
• Ability to work effectively in an educational program built around a team-based approach to management and ability to establish and maintain constructive working relationships with faculty, staff, university officials, peers, and professional colleagues.
• Ability to assess a situation and exercise appropriate initiative, diplomacy, discretion, and sound judgment, along with a comprehensive understanding and application of professional ethics and confidentiality.
• Excellent organizational and time management skills with strong attention to detail, resulting in the ability to work effectively and meet deadlines.
• Excellent written and verbal communication skills including the ability to explain and enforce organizational policies.
• Demonstrated ability to develop standard operating procedures.
• Familiarity with Hawaiian language with demonstrated desire to develop greater proficiency.

Desirable Qualifications

• Master's Degree in fiscal administration, procurement, budget, human resources, operation management, psychology or education.
• Experience preparing budget projections and business plans.
• Experience with the Kuali Financial System
• Experience with the Commerce point e-Quotation system.
• Fiscal or budgetary planning experience for multifaceted program.
• Familiarity with University of Hawaii human resources administrative policies and procedures.
• Knowledge of University of Hawaii Administrative Procedures and Executive Policies
• Experience planning and coordinating logistics, to include event planning, communications, and project management.
• Experience drafting procurement solicitations and technical specifications to include invitation for bids, request for proposals, and request for quotations,
• Experience preparing cost analysis to confirm cost reasonableness of goods and services.
• Familiarity with educational programs in Hawaiian Language Medium Pathways.
• Experience in grant writing and review.
• Hawaiian Language proficiency.

To Apply: Click on the "Apply" button on the top right corner of the screen to complete an application and attach each required document. A complete application must include:

• Cover letter explaining how each minimum and desirable qualification is met.
• Current resume.
• The names and addresses, email addresses and telephone numbers of three [3] current professional references.
• Transcript(s) showing degrees and course work appropriate to the position (copies are acceptable; however, original official transcripts will be required prior to employment).

Please do not include any self-identifying photos. Please redact references to Social Security number and birth date on transcript copies. Copy of diplomas will NOT be accepted. Documents issued from an institution outside the United States of America require a course-by-course analysis with an equivalency statement from an agency having membership with the National Association of Credential Evaluation Services, Inc., verifying the degree equivalency to that of an accredited institution within the USA.