Administrative Officer

Administrative Officer (0096784T) in Honolulu, HI University of Hawaii Job Type: Full-Time Temporary Position Number: 0096784T Hiring Unit: Department of Oceanography, SOEST Other Conditions: To begin approximately July 2026. Continuation subject to availability of funds and satisfactory performance. Duties and Responsibilities Provides administrative and fiscal support to the Uehiro Center for Advancement of Oceanography (UCAO) faculty and their associated research groups, including postdoctoral researchers and graduate students. Organizes, coordinates, and facilitates logistics for UCAO events as appropriate. Supports UCAO partnership with the Okinawa Institute of Science and Technology and Hokkaido University. Provides support on Procurement Card (P-Card) transactions. Independently determines correct reallocations and input of appropriate budget and account codes in the SAP Concur System. Utilizes software programs used by campus and UH System to include Kuali Financial System (KFS), eTravel, and the Research Corporation of the University of Hawaii (RCUH) procurement system to process various fiscal documents. Develops and maintains positive working relationships between the Department of Oceanography, research divisions, other SOEST units, and campus offices. Responsible for written and oral communications, exercising tact, diplomacy, and good judgment in relations with others. Trains, evaluates and supervises student assistant(s) as necessary. Provides support to Principal Investigators (PIs) with overall grant management, including but not limited to pre-award, MyGrant (or equivalent), account establishment and maintenance, budget and budget forecasting, procurement, personnel, disbursing, reporting, and closeout. Provides support to PIs with financial management and resource assessment, including the review, analysis, and evaluation of budget requests, proposals, and proposed expenditure plans. Responsible for transferring funds from University of Hawai'i Foundation to the UCAO via the Office of Research Services and monitoring donations. Provides support to the Director to prepare and analyze the UCAO's financial condition; monitors financial reports and records, and reports significant changes to the Director. Produces end of the year reports. Provides support with fiscal-related tasks and matters, including but not limited to procurement, travel requests/completion, reimbursements, etc. in accordance with established policies and procedures, ensuring accuracy and compliance. Provides support with human resources-related tasks and matters, including but not limited to the recruitment, selection, hiring, appointments, termination of faculty, staff, and graduate assistants, ensuring timely completion/dissemination and consistency. Liaise with the Fiscal Office, Human Resources Office, University of Hawai'i Foundation, and RCUH in maintenance of budgets, human resource matters, scholarships, and other administrative activities. Other duties as assigned. Minimum Qualifications Possession of a baccalaureate degree in Public Administration, Business Administration, Mathematics, Accounting, Social Sciences, Human Resources, Education, Natural Sciences or any related field and 3 year(s) of progressively responsible professional experience with responsibilities for program management, business administration and/or human resources; 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 program management, business administration and/or human resources as demonstrated by broad knowledge of 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 program management, business administration and/or human resources. 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, administrators, faculty and staff. Demonstrated ability to operate a personal computer and apply word processing software. For supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations. Demonstrated ability to analyze, interpret, and apply general administrative rules and regulations to a variety of work situations. Ability to exercise judgement, tact, and discretion in applying and explaining policies and procedures. Proven ability to independently research and solve complex problems. Desirable Qualifications Master’s Degree in Public Administration, Business Administration, Mathematics, Accounting, Social Sciences, Human Resources, Education, Natural Sciences or any related field. Work experience in an academic/research institution. Experience and working knowledge in policies and procedures, administrative rules and regulations in a public university setting. Some knowledge and experience with UH and RCUH financial and human resources management and its related online systems or comparable database systems. Proficient in the use of Microsoft Office software specifically with Word, Excel, Power Point, virtual meeting software (Zoom, Microsoft Teams, Google Meets) and eSignature software (Adobe, Docusign, ETS). Experience with UH Foundation or non-profit regulations, policies and procedures. Willing to travel to international locations. Equal Opportunity & Disability Accommodation The University of Hawai'i is an Equal Opportunity Institution and is committed to a policy of nondiscrimination in employment, including on the basis of veteran and disability status. For more information, visit 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 Hawai'i may be viewed at , or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office. In accordance with Article 10 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. Accommodation Request: The University of Hawai'i complies with the provisions of the Americans with Disabilities Act (ADA). Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the EEO coordinator directly. Determination on requests for reasonable accommodation will be made on a case-by-case basis. For further information, please refer to the following link: #J-18808-Ljbffr