• Job Description

  Req#: 4338282

  Title: Administrative Officer

  Position Number: 96562T

  Hiring Unit: Office of the Vice President for Community Colleges, Academic Affairs

  Location: Manoa

  Date Posted: January 8, 2024

  Closing Date: January 24, 2024

  Band: B

  Salary: salary schedules and placement information

  Full Time/Part Time: Full-time

  Month: 11-month

  Temporary/Permanent: Temporary

  Other Conditions: Temporary, Federal Funds, not-to-exceed 9/30/2024, with the possibility of extension pending position clearance and availability of funds.

  Duties and Responsibilities
  (* Indicates essential function)

  • *Supports with budget implementation and execution of grant projects from public and private funding sources, and overall grant and contract fiscal management, including but not limited to budget development and forecasting, contract administration/procurement, account maintenance, financial reporting, and cost share requirements.
  • *Works collaboratively with program staff, and administrators in Office of the Vice President for Community Colleges (OVPCC) and at University of Hawai`i Community College (UHCC) campuses in implementing and executing grant budgets.
  • *Communicates and consults with OVPCC System Fiscal Office and OVPCC System Human Resources Office on fiscal and personnel policies and procedures to meet desired program goals and strategies, given federal, state and grant requirements.
  • *Works closely with principal investigators and UHCC grant-funded project personnel on projects, policy interpretation, timeline planning, and financial status reporting.
  • *Informs grant-funded project managers of policies and procedures for activities involving hiring, procurement, travel, and other activities involving grant and project expenditures, trains staff on those policies and procedures, and monitors compliance with those policies and procedures.
  • *Works with supervisor to develop, implement and monitor uniform internal operational processes in accordance with University of Hawaii, RCUH and/or UH Foundation policies and procedures, as well as federal requirements, as applicable.
  • *Manages new and existing grants by maintaining internal reporting systems and historical records, and by assisting project staff to meet proposal conditions and expectations.
  • *Initiates myGrant proposals for various extramural awards; maintains master schedule of grant awards, reporting requirements, due dates, and other deliverables.
  • *Works in consultation with OVPCC System Fiscal Office, program staff, and vendors to develop contracts and MOAs to execute transactions.
  • *Prepares and follows through on fiscal and personnel actions and payroll documentation for project staff.
  • *Reconciles and projects any outstanding expenditures to grant end according to grant budgets; informs supervisor of potential expenditure transfers and budget reallocations when necessary.
  • *Assists the Director of Workforce Innovation and project managers in the preparation of reports on the UHCC system grant development activities.
  • *Works with project managers on grant close-out procedures.
  • Keeps abreast of current policies and procedures at University of Hawaii, RCUH and UH Foundation and works with supervisor to implement any necessary changes due to new or revised policies and procedures.
  • Other duties as assigned.

  Minimum Qualifications

  Education and Professional Work Experience

  • Possession of a baccalaureate degree in Business Administration, Accounting, Finance or related field and 3 year(s) of progressively responsible professional experience with responsibilities for fiscal administration, grants management and/or procurement; 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 fiscal administration, grants management and/or procurement 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 fiscal administration, grants management and/or procurement.
  • 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 and spreadsheet software.
  • If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.

  Supplemental Minimum Qualifications

  
  

  • Substantial knowledge of grants and financial management.
  • Experience in administering federal, state, and/or private contracts and grants.
  • Ability to read, understand, interpret, and analyze financial data and apply agency, state and/or federal policies and regulations.
  • Ability to exhibit accuracy in work, attention to detail, think critically, research thoroughly and problem solve.
  • Thorough understanding and ability to effectively use a range of software, spreadsheets, databases and tracking systems.
  • Strong, effective written and oral communication and customer service skills.
  • Demonstrated ability to prioritize tasks, meet deadlines and manage multiple projects.

  
  

  Desirable Qualifications

  • Experience with higher education financial management information systems and/or student information systems, including Kuali Financial System, RCUH, myGrant, Jasper, UH Foundation, and Banner.
  • Experience providing information and guidance to administrators, PIs, and staff in grants management, budget formulation, execution, travel, personnel, and procurement.
  • Familiarity with University of Hawaii policies and procedures and State and Federal guidelines.
    

  To Apply

  Click on the "Apply" button to complete an application and attach the following required documents:

  1. Cover letter indicating how you meet the minimum and desirable qualifications of the position;

  2. Resume;

  3. Name and contact information (telephone number and email address) of at least three (3) professional references; and

  4. Graduate and undergraduate academic transcript(s) showing name of institution, degree and coursework to date appropriate to the position (original official transcript(s) will be required at the time of hire). Copies of transcripts must be attached to your application to receive credit for degree(s). Transcripts issued outside the United States of America require a course-by-course analysis with an equivalency statement from an agency having membership with the National Association of Credential Evaluation Services, Inc., verifying the degree equivalency to that of an accredited institution within the USA. Expense of the evaluation shall be borne by the applicant.

  Late, incomplete or unreadable application materials will not be considered. Academic record/grade summaries will not be accepted. Diplomas and copies will NOT be accepted. Please REDACT references to social security numbers and birth date on submitted documents. NOTE: Please create a new account if this is your first time applying for a position using NEOGOV.

  Inquiries:

  Community Colleges Human Resources Office

  Email: cchro@hawaii.edu

  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/

• 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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