• Job Description

  Req#: 4859000

  Description

  Title: Administrative Officer

  Position Number: 0077778T

  Hiring Unit: Office of the Vice President for Research and Innovation (OVPRI)

  Location: Manoa (System Offices)

  Date Posted: 3/27/25 **Readvertisement

  Closing Date: 3/31/25 @ 11:59pm

  Band: B

  Salary: Salary schedules and placement information

  Full Time/Part Time: Full-time

  Month: 11-month

  Temporary/Permanent: Temporary

  
  

  Other Conditions: Positions are annually renewable every July 1 contingent upon performance and availability of funds. Possibility of conversion to a permanent position within 6 months. This is not a remote position.
  

  
  

  Duties and Responsibilities

  (NOTE: ** denotes Essential Functions)

  • **Serves as the Assistant to the Associate Vice President for Research and Innovation (AVPRI)
  • **Responsible for assisting the AVPRI with the scheduling, planning and coordination of daily events, meetings, & communication materials, including preparation & finalization of newsletters, memoranda, agendas, meeting minutes, notices, and manuals

  • **Coordinates and manages daily affairs of the AVPRI office, while maintaining a high level of tact, diplomacy, and professionalism, performs complex, & confidential administrative functions including, but not limited to documents, files & records
  • **Assists the AVPRI in the review and analysis of the department's administrative and operational issues; prepares and drafts reports, correspondence & other pertinent documents & identifies areas of concern
  • **Advises the AVPRI of any potential or actual problems requiring resolution and/or clarification by the AVPRI to ensure effective and efficient services within the department and university community
  • **Assists with defining, developing, or revising departmental policies/procedures/systems, in consultation with the AVPRI
  • **Informs, trains and/or assists OVPRI and/or other university personnel on the department's policies, procedures and informational updates
  • ***Coordinates, prioritizes and performs complex, confidential support services for the AVPRI while maintaining a high level of tact, diplomacy, and professionalism
  • **Assists with and/or prepares fiscal and personnel related documents (e.g., travel and key maintenance); ensures propriety and compliance with applicable laws, policies, procedures, rules and regulations
  • **Assists with the coordination of inventory and supply management and procurement of goods and services
  • **Serves as the AVPRI liaison to manage inquiries received by the AVPRI office and assists with ensuring timely responses and complete resolution of inquiries.
  • **Handles special projects as assigned by the AVPRI
  • **Addresses internal business process issues when requested
  • ** Assists the Senior Assistant to the Vice President for Research and Innovation on various tasks based on the needs of the department.
  • Other duties as assigned

  
  

  Minimum Qualifications

  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 office administration, business or project management; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

  Knowledge, Skills and Abilities

  • Considerable working knowledge of principles, practices and techniques in the area of office administration, business or project management 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, business or project management.
  • 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.

  
  

  Supplemental Minimum Qualifications

  • Knowledge of University or public sector organization, applicable policies and procedures, and relevant practices.
  • Demonstrated experience in office administration, business and/or project management.
  • Ability to work with multiple priorities, deadlines, and frequent interruptions.
  • Demonstrated work experience managing a large, fast-paced office/department with direct supervision of a subordinate(s) and provided support to an executive level staff member(s).
  • Proficient in written and verbal communication and analytical skills.
  • Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with a research administrative office.
  • Demonstrated ability to administer/manage website content.
  • Demonstrated ability to apply extensive Microsoft Office word processing, PowerPoint, Excel and Graphic layout software.

  
  

  To Apply:

  Click on the "Apply" button on the top right corner of the screen to complete an application and upload required documents. Required documents include: (1) cover letter indicating how you satisfy the minimum and desirable qualifications; (2) resume; (3) the names and contact information of at least three professional references; and (4) transcripts showing degree and coursework to date appropriate to the position (original official transcripts will be required at the time of hire.) NOTE: Please create a new account if this is your first time applying for a position using NEOGOV.

  
  Inquiries:

  OVPRI Human Resources; ovpri-hr@lists.hawaii.edu

  EEO, Clery Act, ADA

  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: https://www.hawaii.edu/offices/eeo/policies/

  
  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/

• About the company

  The University of Hawaiʻi System, formally the University of Hawaiʻi and popularly known as UH, is a public college and university system that confers associate, bachelor's, master's, and doctoral degrees through three universities, seven community col...

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