Administrative Officer (0079777)

Administrative Officer (Readvertisement)

Position Number: 0079777

Hiring Unit: HAWAIINUIAKEA SCH HAWN KNOWL, SHK DEAN'S OFF

Location: UH at Manoa

Band: B

Salary: salary schedules and placement information

Minimum salary $ 67,680 annual/ $5,640 monthly.

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Permanent

Funding: General Funds

Duties and Responsibilities

• Serves as Administrative Officer with procurement and purchasing authority of $15,000.
• Responsible for overall fiscal and grants management, including but not limited to: preaward, account establishment and maintenance, budget and budget forecasting, procurement, personnel, disbursing, reporting, and closeout.
• Provides administrative staff support and advisement to higher level personnel or organizational groups in the performance of work of substantial scope, difficulty, or complexity in a specialty area.
• Prepares pertinent documents including appointment memos, response to internal/external inquiries, legislative requests, etc. Reviews appropriateness of action memos prepared by the School and its programs.
• Participates in overall project management and administration of state, federal, and extramural funds allocated to the School.
• Prepares, audits and approves financial/personnel transactions and documentation and ensures compliance with University and Federal (as applicable) rules and regulations.
• Performs monthly reconciliation of fiscal documents in order to track account balances.
• Provides advice and guidance on the most effective and efficient fiscal/personnel methods of managing various programs such as Research Corporation of the University of Hawaii (RCUH), Office of Research Services (ORS), UH Foundation, etc.
• Establishes and implements internal procedures for the preparation, processing, and monitoring of fiscal/personnel documents to assure compliance with applicable rules, regulations, and policies.
• Maintains and fosters effective working relationships with others both internal and external to the University.
• Coordinates personnel and payroll operations; develop and implement internal procedures and make changes as required.
• Prepares, reviews, and submits personnel and payroll documents ensuring complete and accurate data input as required by rules and regulations of the university and the state.
• Oversees effort certification reports, and any other reports required by funding agencies.
• Works with Lead Fiscal Administrator on physical inventory and ensures compliance with appropriate state, university, federal and/or sponsoring agency requirements.
• Manages the department financial system access forms and user access requirements monitoring.
• Provides and/or conducts fiscal compliance training to Principal Investigators (PIs), managers, and administrative support staff as needed.
• Provides administrative support service to higher level professionals who manage programs, grants or contracts.
• Participates on special teams or committees and prepares plans, reports, and analysis.
• Works with senior level professionals in the contract/grant application process including preparing and monitoring grant applications, ensuring proposals meet grant criteria, etc.
• Maintains current knowledge of university, state, federal, and, sponsoring agency rules and regulations and ensures faculty and staff are informed of current policy & procedural changes that require immediate implementation.
• Other duties as assigned

Minimum Qualifications

• Possession of a baccalaureate degree in business administration, accounting, finance, human resources, or related field and 3 year(s) of progressively responsible professional experience with responsibilities for fiscal administration, including at least one year of fiscal signing authority; 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 accounting or finance 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 accounting and finance.
• 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 and apply word processing software.
• If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.

Desirable Qualifications

• Functional knowledge of University and Research Corporation of the University of Hawaii (RCUH) fiscal and personnel policies and procedures.
• Experience with the University's on-line fiscal management (KFS, eThority or JASPER), myGrant, Research Corporation (fiscal and personnel), SECE and STAR systems.
• Ability to generate computer applications such as spreadsheet and database programs to meet reporting requirements.
• Familiarity with the Hawaiinuiakea School of Hawaiian Knowledge programs