Administrative Officer

Administrative OfficerPosition Number: 0097376THiring Unit: Department of Medicine, John A. Burns School of MedicineLocation: Queens University Tower, 1356 Lusitania Street 7th Floor, Honolulu, HI 96813Band: BSalary: salary schedules and placement informationFull Time/Part Time: Full-timeMonth: 11-monthTemporary/Permanent: TemporaryOther conditions: Temporary, full-time, subject to position clearance and availability of funds. Position is annually renewable depending on performance and/or funding availability.Duties and ResponsibilitiesServes as Department's primary Administrative Officer, performing administrative professional work for the largest department in the John A. Burns School of Medicine (JABSOM) - the Department of Medicine. The scope of work includes high functioning judgment and decisions that impact human resources, budgetary and fiscal management of faculty and staff, and the design, development and evaluation of policies, contracts, and programs.Originates plans for recruitment and personnel administration for the Department's faculty, researchers, and staff in collaboration with key personnel at JABSOM's central office.Develops, performs, and recommends fiscal and budgetary processes and techniques to forecast and project financial impacts and improve the functional operations and fiscal responsibilities of the department in collaboration with leadership.Prepares plans to execute existing policies and procedures to support faculty promotion and tenure applications. Takes initiative with minimal guidance in monitoring and ensuring timelines for promotion are met.Manages daily assessment of the Department's facilities and equipment to comply with safety, inventory reporting, and security of instrumentation, i.e. Automated External Defibrillator (AED), IT server closet, security locks.Manages confidential and sensitive information related to personnel, fiscal operations, procurement, and other faculty, student, patient-related matters, ensuring compliance and coordination across multiple affiliated partners.Reviews and evaluates special projects, programs, and departmental initiatives, including supervising staff and student assistants as assigned.Participates in and helps coordinate professional development courses, programs, and related departmental events, which may require off-site or off-island travel as well as occasional weekend or after-hours commitments.Other duties as assigned.(*Denotes essential functions.)Minimum QualificationsPossession of a baccalaureate degree in healthcare administration, business administration, arts and sciences, or clinical/scientific research or related field and 3 years of progressively responsible professional experience with responsibilities for program management, organizing and/or coordinating the operations of a program in a business, healthcare, research, or academic setting; 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 personnel, fiscal, and/or procurement operations in an academic, healthcare, or research setting 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 personnel, fiscal, procurement operations in an academic, healthcare, or research setting.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 work with multiple software applications including various operating systems and platforms.If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.Strong critical-thinking and analytical competencies essential.Proficient in spreadsheet design and application.Demonstrated ability to construct and maintain schedules.Ability to travel independently in a timely and efficient manner to various locations and the work weekends and/or evenings, for professional development, conferences, department programs and events, if needed.Excellent organization and time-management skills.Desirable QualificationsPossession of a Master's degree in healthcare, sciences, education, public health, human resources or business administration.Five years of progressively responsible professional experience in coordinating and/or managing programs and operations in healthcare, research, academic, with experience in resource allocation and financial decision making.Management or supervisory experience.Three to five years of experience creating budgets/pro forma.Knowledge of accreditation councils and committee guidelines, i.e., Liaison Committee on Medical Education (LCME), Accreditation Council for Graduate Medical Education (ACGME), Accreditation Council for Continuing Medical Education (ACCME).Working knowledge of website and content management systems.Working knowledge of the University of Hawaii financial systems and ePurchasing, eTravel, UH Foundation, and/or Research Corporation of the University of Hawai'i (RCUH) online systems.Experience with General, Special, and Revolving funds.Working knowledge of continuing medical education programs.Knowledge of Health Insurance Portability and Accountability Act (HIPAA), Family Educational Rights and Privacy Act (FERPA).To ApplyClick on the "Apply" button on the top right corner of the screen to complete an application and attach the required documents by the closing date:a cover letter indicating how you satisfy the minimum and desirable qualificationscurrent resumeofficial transcripts confirming degree completion (copies acceptable; however official transcripts sent directly from the degree granting institution required upon hire)Three (3) professional references (complete with contact information including e-mail address)The application will be considered incomplete if materials are unreadable. Late or 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: Scott K. Kuwada, MD – View email address on click.appcast.io Takauye – View email address on click.appcast.io