Description

Title: Administrative Officer (Shared Resources - 0079561T) READVERTISEMENT
Position Number: 0079561T
Hiring Unit: RES & DEAN OF GRAD DIV, CANCER CT HI, CANCER CT HI
Location: Kaka'ako, Honolulu, Hawai'i
Date Posted: 05/16/2023
Closing Date: 05/30/2023 at 11:59 PM
Band: B
Salary: salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Temporary

Duties and Responsibilities:

• 
  Serves as administrative professional support for selected Cancer Center programs.
• Coordinates the preparation of extramural grant proposals, including federal electronic grants for submission to the Fiscal Office for processing.
• Monitors receipt of time sensitive reports such as Pcard transaction logs. Reviews, analyzes and reconciles information reported.
• Liaises with vendors on quotes, terms and conditions, product substitutes, prices, discounts, availability, shipment, etc.
• Serves as the contact for personnel actions & initiates processing of recruitment requests, creating job descriptions, coordinating interviews of applicants, timesheet posting/approvals, visa processing, etc. in coordination with the Center and Research Corporation of the University of Hawai'i (RCUH) HR.
• Prepares and/or monitors expenditure reports to ensure accuracy and completeness of documents including but not limited to UH & RCUH requisitions, purchase orders, Authorization for Payment (AFPs), cash reimbursements, travel requests and completions.
• Receives, reviews, tracks and conducts inventory of filed documents pertaining to grant projects/proposals, payments, procurements, etc., and develops an efficient record and filing system for easy access and retrieval.
• Coordinates regular meetings/ conferences by planning, scheduling, preparing agenda among others and effectively communicating with team members.
• Keeps track of office supplies and prepares orders to replenish them as needed.
• Resolves operational and administrative matters in accordance with current policies, procedures and directives as requested.
• May serve as a working supervisor for lower rank personnel, student hires and volunteers.
• Provides assistance in preparing program annual budget projections and personnel and non-payroll expenditures, and in monitoring faculty FTE funding and budgets in coordination with the Fiscal Office.
• Provides technical and administrative support to Principal Investigators (PIs) as it relates to the overall grant’s management, budget and budget forecasting, overseeing internal and external funding & daily administration of program funds & personnel requirements.
• Consults with faculty and staff to understand the needs of the program and resolve any questions and/or issues related to the terms and conditions of contracts and awards.
• Prepares and follows up with purchase order requests and submits online orders as needed.
• Other duties as assigned.

• Denotes Essential Functions

Education and Professional Work Experience:

• Possession of a baccalaureate degree in Business Administration, Management, Accounting, Finance or related field and three (3) years of progressively responsible professional experience with responsibilities for Office administration, finance and/or accounting; or equivalent education/training or experience.

Knowledge, Skills and Abilities:

• Considerable working knowledge of principles, practices and techniques in Office administration, finance and/or accounting 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 Office administration, finance and/or accounting.
• 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.

Equivalencies:

• Any equivalent combination of education and/or professional work experience which provides the required equation, knowledge, skills and abilities as indicated.

Supplemental Minimum Qualifications:

• Detail oriented with the ability to plan, organize and work on multiple projects and report to multiple people simultaneously.
• Able to work independently, make effective timely decisions and meet deadlines in a dynamic and ever-changing environment.
• Ability to maintain confidentiality and to use discretion when responding to inquiries.
• Demonstrated ability to operate spreadsheet and presentation software.

Desirable Qualifications:

• Master’s degree in Business or related field emphasizing fiscal reconciliation and accounting.
• Functional knowledge of UH and RCUH fiscal and personnel administrative policies and procedures and its applicable federal and state laws.

To Apply:

Click on the “Apply” button on the top right corner of the screen and attach the required documents. Applicants must submit 1) cover letter indicating how you satisfy the minimum and desirable qualifications, 2) resume, 3) names and contact information of three (3) professional references and 4) official transcripts. Copies of transcripts are acceptable, but official transcripts will be required at the time of hire. Incomplete applications will not be considered.

NOTE: Please create a new account if this is your first time applying for a position using NEOGOV.

Inquiries: hr@cc.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.