Administrative Officer -T
Administrative Officer -T
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1 Vacancy
Job Description
Description
Title: Administrative Officer
Position Number:T
Hiring Unit: Office of the Vice President for Research and Innovation (OVPRI)
Location: Manoa (System Offices)
Date Posted: 3/5/25
Closing Date: 3/20/25 @ 11:59pm
Band: B
Salary: Salary schedules and placement information
Full Time/Part Time: Fulltime
Month: 11month
Temporary/Permanent: Temporary
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 departments 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 departments 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 fastpaced 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:EEO Clery Act ADA
The University of Hawaii 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: 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 Hawaii may be viewed at: 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 reemployment rights or priority status are responsible for informing the hiring unit of their status.
Accommodation Request: The University of Hawaii 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 casebycase basis. For further information please refer to the following link:
Required Experience:
Unclear Seniority
Employment Type
Full-Time
