Admin Services ManagerT
Admin Services ManagerT
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Job Description
Description
Title: Admin Services Manager
Position Number:T
Hiring Unit: RES & DEAN OF GRAD DIV SCH O&ES&T SEA GRANT COLL PROG
Location: UH at Manoa
Date Posted: April 4 2025
Closing Date: April 21 2025
Band: B
Salary :salary schedules and placement information
Full Time/Part Time: Fulltime
Month: 11month
Temporary/Permanent: Temporary
Other Conditions: Continuation subject to availability of funds and satisfactory performance. Possibility of conversion to permanent.
Duties and Responsibilities
1. *Manage sponsored projects from proposal to closeout and advising the director and faculty on University and College policies related to all types of funding.
2. *Provide support to the Director and Principal Investigators (PIs) in planning organizing and preparing budgets and proposals for submittal to other departments of government and the private sector (myGrant grants and other sponsor portals).
3. *Arrange for institutional grant funds to be transferred to other departments and provide grant administration by preparing and monitoring budgets and activities of the individual projects.
4. *Administer and account for the Programs sponsored project funds institutional funds Research Corporation of the University of Hawaii (RCUH) funds and UH Foundation (UHF) funds. Study interpret and assure compliance with all applicable federal state University and granting agency policies and procedures.
5. Develop and implement internal administrative policies and procedures for increased efficiency and effectiveness.
6. *Provide guidance to PIs and project Fiscal Officers (FOs) during ongoing budget and grant administration to ensure compliance with UH cooperating state agency contractual and federal Sea Grant expenditure and reporting requirements.
7. *Evaluate the budget status of ongoing individual grants from which one can often infer research activity levels. Monitor expenditures on an institutional basis for current and prior years through completion of final accounting.
8. *Review reports to ensure progress toward project goals. Confer and advise PIs on research progress and problems and budgetary technicalities (propriety of expenditures extensions and budget transfers etc.
9. *Administer general special revolving federal state private UHF and RCUH project accounts from a wide variety of sources.
10. *Review outgoing sponsored project proposals for quality and content. Serve as the administrative advisor for the program and supervise the management and expenditures of all funds.
11. *Organize and direct administrative support services of extramurally funded projects carried out in numerous departments across campus as well as those awarded to external entities in Hawaii and the Pacific region.
12. *Negotiate develop and revise financial and administrative requirements of contracts and agreements.
13. Provide oversight and working supervision of the administrative staff and student employees.
14. *Serve as procurement officer work with staff to develop and implement efficient and workable procedures for purchasing internal controls recording and reporting of financial transactions.
15. Supervise equipment and property management process for the program including inventory control transfer and disposal.
16. *Evaluate merits of all requests from PIs for budget changes nocost extensions and travel requests considering the status of the projects and the budgets and prepare appropriate responses for the Directors approval.
17. *This position will have management oversight for the fiscal and personnel responsibilities and provide consultation for personnel issues under the direction of the Director of the Sea Grant College Program.
18. *Provide oversight for the preparation of personnel documents; monitor prepare and submit payroll documents.
19. *Provide oversight for the maintenance and safeguard of fiscal and personnel records and files. Investigate and prepare justifications for administrative fiscal and personnel actions in compliance with UH RCUH State and Federal policies and regulation.
20. Other duties as assigned
*Denotes Essential Function
Minimum Qualifications
1. Possession of a baccalaureate degree in Business Administration or related field and 3 year(s) of progressively responsible professional experience with responsibilities for fiscal administration; or any equivalent combination of education and/or professional work experience which provides the required education knowledge skills and abilities as indicated.
2. Considerable working knowledge of principles practices and techniques in the area of fiscal administration as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts principles and methodologies.
3. Considerable working knowledge and understanding of applicable federal and state laws rules regulations and theories and systems associated with fiscal administration.
4. 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.
5. Demonstrated ability to interpret and present information and ideas clearly and accurately in writing verbally and by preparation of reports and other materials.
6. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations groups team leaders and members and individuals.
7. Demonstrated ability to operate a personal computer apply word processing software.
8. If applicable for supervisory work demonstrated ability to lead subordinates manage work priorities and projects and manage employee relations.
9. Demonstrated ability to analyze interpret and use sound logic and judgment when applying administrative policies and procedures.
10. Demonstrated ability to prioritize and organize workload to meet scheduled deadlines.
11. Experience in budget formulation personnel management travel and/or procurement.
12. Demonstrated ability in the use of computerized financial applications such as Kuali Financial Systems and eThority.
13. Considerable knowledge of spreadsheet applications.
14. Ability to exercise discretion and strict confidentiality in situations as required.
15. Demonstrated knowledge and ability in providing high level of customer service.
16. Ability to exercise initiative by anticipating & proactively resolve fiscal financial procurement & operating issues or situations.
Desirable Qualifications
1. Extensive knowledge of administrative service policies of the University and the Research Corporation of the University of Hawaii.
2. General knowledge of the Sea Grant College Program.
3. Demonstrated experience with developing and administering Sea Grant omnibus budget and related tasks.
To Apply:
Click on the Apply button on the top right corner of the screen to complete an application and attach required documents:
- Cover letter;
- Resume;
- Names and contact information (telephone number and email addresses) of at least three professional references;
- Official transcript(s) (copies of official transcripts are acceptable; however original official transcripts will be required at the time of hire..
All application materials must be submitted by the closing date. Failure to submit all application materials by the closing date shall deem an application incomplete and will not be considered.
Note: If you have not applied for a position before using NeoGov you will need to create an account.
Inquiries:
Darren T. Lerner;;
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:
Manager
Employment Type
Full-Time
