Administrative Officer

Description

Title: Administrative Officer

Position Number: 0080400

Hiring Unit: C OF NAT SCI, NAT SCI DEANS OFF, NAT SCI DEANS OFF

Location: UH at Manoa

Date Posted: 05/21/24

Closing Date: 06/14/24

Band: B

Salary: salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Permanent (Pending position clearance)

Duties and Responsibilities

• Manages College of Natural Sciences grant and contract Pre-Award functions. Acts as liaison between college PIs, college administration, ORS and granting agencies.

• Facilitates award process. Develops and implements effective and efficient policies and procedures for CNS Pre-Award proposal processing.

• Guides faculty and staff in the development and preparation of research proposals, contracts, subcontracts and agreements to include budgets, documentation and interpretation of funding requirements.

• Advises PIs in budget development ensuring that proposed budget conform to applicable rules, regulations, policies, and procedures.

• Provides PIs guidance in inputting and uploading proposals and supporting documents on Mygrants and other funding agencies electronic systems.

• Reviews all grant proposals, budgets and justifications to ensure compliance with funding and oversight agency rules and regulations; approves if appropriate.

• Monitors status of proposals; takes necessary action to update status; establishes new UH accounts for awarded projects or advances.

• Provides post award administration of grants and contracts for assigned units within the College of Natural Sciences. Reviews and approves (if appropriate) expenditures on awards including personnel, goods and services, travel, equipment and other.

• Provides accurate and timely monthly budget projection reports of account status to PI's for assigned units.

• Monitors account end dates, and account balances. Works with PI to take appropriate action to terminate or extend accounts.

• Seeks funding opportunities for the College of Natural Sciences and respective Principal Investigators.

• Provide back up support to co-worker in Dean's office or Departments as needed.

• Manages accounts receivable/payable within the College of Natural Sciences using the Kuali Financial System and the Research Corporation of the University of Hawaii.

• Reviews and approves personnel appointment forms ensuring compliance with granting guidelines as well as University policies.

• Keeps abreast of current policies, procedures, regulations, directives, union contracts and State and Federal statutory requirements, i.e., Hawaii Revised Statutes, Hawaii Administrative Rules, Federal Acquisition Regulations, OMB Circulars.

• Prepares budget and expenditure statement for principal investigator upon demand and reviews monthly expenditure reports and prepares budget projections to more efficiently administer the grant and avoid potential deficit situations.

• Ensures proper recording of expenditures and encumbrances. Initiates corrective action for erroneous entries.

• Performs contracts and grants management. Verifies receipt of contract or grant and, in collaboration with the principal investigator and in concert with the grant requirements, determine appropriate budget categories.

• Instructs principal investigators and his/her staff about procurement and payment procedures, personnel recruitment and appointment procedures, special requirements imposed by the grantor, and policies which govern the administration of the award.

• Verifies purchases and disbursements for fund availability and compliance with policies and procedures as well as purpose of award. Advises principal investigator of any disapproved requests and provides alternate methods which meet policy, if possible.

• Other duties as assigned

Minimum Qualifications

• Possession of a baccalaureate degree in Business Administration or related field and 3 year(s) of progressively responsible professional experience with responsibilities for grants management and fiscal administration; or equivalent education/training or experience.

• Considerable working knowledge of principles, practices and techniques in the areas of grants management and fiscal administration 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 grants management and fiscal administration.

• 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.

• For supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.

• Demonstrated ability to prioritize and organize workload to meet scheduled deadlines.

• Familiarity with spreadsheet and word processing software such as Microsoft Excel and Word applications.

• Ability to analyze problems, identify impact and solutions, and implement recommendations.

Desirable Qualifications

• Knowledge of the UH System

Supplemental Minimum Qualifications

• Demonstrated ability to prioritize and organize workload to meet scheduled deadlines.

• Familiarity with spreadsheet and word processing software such as Microsoft Excel and Word applications.

• Ability to analyze problems, identify impact and solutions, and implement recommendations.

Education and Professional Work Experience

• Possession of a baccalaureate degree in Business Administration or related field and 3 year(s) of progressively responsible professional experience with responsibilities for grants management and fiscal administration; or equivalent education/training or experience.

Knowledge, Skills and Abilities

• Considerable working knowledge of principles, practices and techniques in the areas of grants management and fiscal administration 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 grants management and fiscal administration.

• 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.

• For supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.

To Apply: Click on the "Apply" button on the top right corner of the screen to complete an application and attach required documents. Applicant must submit the following: (1) resume, (2) cover letter indicating interest in the position and how the minimum and desirable qualifications of the position are met, (3) the names and contact information (telephone number and email addresses) of at least three professional references, and (4) copies of educational transcripts with CONFIDENTIAL DATA (ie. social security number, birth date, etc.) REDACTED. If requested transcripts are unobtainable by closing date, please indicate so where transcripts are required as an attachment. You will have a grace period of 7 days from closing date (06/14/2024) to email copies of your transcripts to cnshr@hawaii.edu. Official transcripts will be required if selected to fill the position. 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:

Llewelyn Yee, cnshr@hawaii.edu

EEO/AA, Clery Act, ADA

The University of Hawai'i is an Equal Opportunity/Affirmative Action Institution and is committed to a policy of nondiscrimination on the basis of race, sex, gender identity and expression, age, religion, color, national origin, ancestry, citizenship, disability, genetic information, marital status, breastfeeding, income assignment for child support, arrest and court record (except as permissible under State law), sexual orientation, domestic or sexual violence victim status, national guard absence, or status as a covered veteran. For more information or inquiries regarding these policies, please refer to the following link: http://www.hawaii.edu/offices/eeo/eeo-coordinators/

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: https://www.hawaii.edu/titleix/help/campus-security/, 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: https://www.hawaii.edu/offices/eeo/accommodation-request/

Agency University of Hawaii

Website http://workatuh.hawaii.edu