Administrative Officer

Administrative OfficerPosition Number: 0097633THiring Unit: School of Ocean and Earth Science and Technology (SOEST)Location: UH at ManoaDate Posted: September 18, 2026Closing Date: October 7, 2026Band: BSalary: salary schedules and placement informationFull Time/Part Time: Full-timeMonth: 11-monthTemporary/Permanent: TemporaryOther Conditions: To begin approximately November 2026. Continuation subject to availability of funds and satisfactory performance. Possibility of conversion to permanent.Duties and Responsibilities*Oversees the administrative and fiscal planning, management and coordination of the program and project initiatives and events for the School of Ocean and Earth Sciences and Technology (SOEST) to units and/or programs as assigned by the Director of Administrative Services.*Responsible for the day-to-day office operations including office communications and disseminating information.Develops and updates internal administrative procedures to maintain and manage an effective filing system (including confidential information), inventory of supplies and equipment, coordination of schedules, use of space, mail/delivery operations and front-facing service including greeting and orienting newcomers and visitors.*Supervises and trains student assistants with daily administrative operations and procedures and practices within the office. Takes corrective action as necessary.*Ensures all goods and services are purchased in compliance with established Federal, State, and University policies and procedures.Receives and attends training to ensure compliance with applicable laws, rules, policies, procedures and practices.*Advise members on various fiscal policies and procedures. Provides recommendations to resolve various procurement issues, including travel, within established policies and procedures.*Prepares and audits various fiscal documents such as purchase orders, authorization for payment, travel request and completion reports, purchasing card, etc. Creates and maintains records and spreadsheets for fiscal transactions*Oversees the procurement and inventory for departmental supplies, services and equipment. Initiates follow-up action with vendors and departmental requisitioners to ensure timely and proper payment.*Prepares PCard purchases and reconciliation in accordance with University regulations.*Provides fiscal support in monitoring expenditures in accordance with specific budget guidelines; reconciles accounts and maintains records to facilitate the oversight of department funds.*Initiates and prepares a variety of reports. Organizes, analyzes, and presents data to address the needs of the Division.*Assist new foreign researcher/visitors with appropriate visa applications. Complete required visa request paperwork, obtains signatures & submit all forms to the appropriate office in a timely manner to ensure visa will be obtained prior to appointment date.*Prepares and audits paperwork for hiring UH and RCUH personnel, including but not limited to casual, temporary and permanent UH hires, graduate assistants, and student assistants. Determine the most appropriate hiring source. Assists with submitting timesheets as needed.*Prepares and audits overload forms for both faculty and graduate assistants. Assist with preparing and submitting associated payment forms as required.*Works with the Principal Investigators with on-line proposal submission and the Office of Research Service with the correction of proposal submissions.*In collaboration with assigned unit's Department Chair and Graduate Chair, develops and implements department communications with faculty, students, and alumni; classroom assignments; course schedules; catalog updates.Provides executive support to assigned Department Chair including but not limited to drafts and routes departmental documents (memos, job postings, graduate assistant offers, faculty reappointments), responds to internal and external requests.Provides support to the assigned unit's Admissions Chair with receiving, organizing and reviewing student applicant files.Serves as assigned unit's point of contact for prospective and incoming students for inquiries and application status updatesMaintains educational records for assigned unit's students including data, progress forms, and evaluations.*Provides support with collecting and summarizing data for internal and external program and evaluation activities (e.g. for internal requests, ABET accreditation or extramural grant reporting).*Maintains assigned units intranet and the online administrative system.Assist with various logistics for planning and preparing for conferences, workshops, outreach, and similar events. Including, but not limited to preparing the fiscal transactions for related purchases and assisting with on-site coordination as assigned.Other duties as assignedMinimum QualificationsPossession of a baccalaureate degree in business administration or related and 3 year(s) of progressively responsible professional experience with responsibilities for business management; 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 administrative program support 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 administrative program support.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 and spreadsheet software.If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.Demonstrated ability to prioritize and complete multiple tasks with conflicting deadlines.Demonstrated ability to analyze, interpret, and use sound logic and judgment when applying administrative policies and procedures.Demonstrated ability to produce work that is detail oriented, accurate, neat, and organized and must be able to follow up on assigned tasks through satisfactory completion.Desirable QualificationsAbility to work successfully in an environment with a wide range of personalities and needs, while maintaining a positive attitude.Experience with academic office administration management in an academic/university environment.Familiarity with UH and RCUH policies and proceduresExperience with UH and RCUH accounting, and personnel systems.Strong organizational skills.