Administrative Officer, Senior (pos #0080828)

Temporary/Permanent:Permanent

Funding:General

Duties and Responsibilities

• *Serves as the Senior Administrative Officer overseeing the budget and fiscal operations for the College of Arts Languages & Letters (CALL).
• *Responsible for a wide range of fiscal and budgetary management and analysis functions for CALL including but not limited to budget management procurement payments receivables financial management and accounting and human resources.
• *Responsible for managing the allocation for General Tuition Outreach Summer and Research & Training funds to the College and recording budgets into the Kuali Financial System (KFS) in accordance with established policies and procedures.
• *Applies knowledge of pertinent laws rules regulations and agreements in applicable Hawaii Revised Statutes Board of Regents Policies and University regulations to guide operational procedures and decision-making.
• *Supervises and directs staff in the daily operations of all fiscal functions including procurement disbursement budget execution expenditure control payroll and inventory management to support CALL operations. Reviews work and provides training to staff.
• *Serves as a lead Fiscal Administrator with purchasing authority up to $25000. Handles daily fiscal transactions in KFS eTravel SAP Concur The Research Corporation of the University of Hawaii (RCUH) and University of Hawaii Foundation (UHF) systems ensuring compliance with all University State Federal and RCUH policies and procedures.
• *Assists in planning for the use of funds allocated to the College.
• *Manages coordinates and executes the College budget plan ensuring compliance and processing necessary amendments to optimize resource allocation and maintain the Colleges fiscal health.
• *Prepares variance reports and keeps the Administrative Services Manager and Dean informed of potential issues and concerns.
• *Conducts financial analyses and assessments of various college initiatives providing periodic reports to the Administrative Services Manager and the Dean.
• *Work in coordination with the Associate Dean to manage the CALL Lecturer budgets.
• *Conducts monthly reconciliation of accounts and prepares financial reports as required. Makes adjusting entries as necessary.
• *Utilizes technology to innovatively develop comprehensive reports on the Colleges payroll expenditures purchasing and other obligations.
• *Reviews contracts and agreements including facilities use agreements memorandum of understanding/agreements etc. Recommends edits based on assessment of risk while ensuring compliance with policies.
• *Serves as back up for the Administrative Services Manager and works directly with the Dean and Associate Deans to manage the daily administration fiscal and budgetary matters of the College.
• *Ensures fund availability alignment with program and budgetary objectives and compliance with University of Hawaii (UH) RCUH UHF State Federal and Private funding agencys policies terms and conditions.
• *Approves personnel documents to process payroll for faculty students & staff to ensure the timely & proper payment; track payroll to ensure that personnel is transferred on & off projects in accordance with budget & that full-time equivalency (FTE) can be certified accurately.
• *Responsible for Accounts Receivables and related salary overpayment transactions for UH payroll. Includes follow up with collection agencies State Tax Office and the State Attorney Generals Office for full collection/write-off of payroll amounts.
• *Responsible for deposits; ensures compliance with university policies and departmental procedures.
• *Manages access to all fiscal systems for the College.
• *Provides guidance and advice regarding procurement and other fiscal matters. Explores alternate methods which meet policies and procedures.
• *Responsible for the management and oversight of the Purchasing Card Program. Ensures all P-card transactions follow all applicable policies and procedures. Resolves problems and discrepancies with P-card holders the bank and the Office of Procurement Management.
• *Acts as the primary liaison coordinating with College deans department chairs program directors private organizations state agencies and University administration on all fiscal and administrative matters.
• *Participates in the administration of human resource statues policies procedures collective bargaining agreements instructions and practices.
• *Serves as a backup to CALL HR Specialists to handle or provide guidance on personnel actions including but not limited to position classification and compensation recruitment new and continuing hires performance appraisals and employee benefits.
• *Creates efficiencies in workflow within the Business Office and College through the development and use of databases and/or software/applications including ad hoc report development online web-based forms etc.
• *Develops and maintains various manuals and/or procedures for implementation within the college.
• *Conducts internal training and informational sessions for CALL administrative staff to keep them abreast of current policies regarding fiscal administration.
• Other duties as assigned.

*Denotes essential functions

1. Possession of a baccalaureate degreein Business Administration orrelated field and 5 year(s) of progressively responsible professional experience with responsibilitiesfor management and/or 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 management budgeting fiscal administration as demonstrated by 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 budgeting and/or 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 and apply word processing spreadsheet and databasesoftware.
8. If applicable for supervisory work demonstrated ability to lead subordinates manage work priorities and manage employee relations.
9. Experience in a position with decision-making authority in the area of fiscal management (i.e. signing authority).
10. Demonstrated ability to extract data and generate ad hoc reports for management review.
11. Experience in conducting training and developing presentations.
12. Demonstrated ability to apply principles and practices to determine evaluate integrate and implement practical and thorough solutions in an effective and timely manner.

1. Working knowledge of University State Federal RCUH and UHF policies and procedures.
2. Experience working in the area of budget or fiscal management in higher education and/or a government institution.
3. Working knowledge of systems such as KFS eTravel RCUH SAP Concur PeopleSoft JasperSoft etc.
4. Understanding of the allocation and appropriation of funds in a state or university setting and the processes and functions within (i.e. budgeting position management procurement research administration workload human resources etc.).
5. Familiarity with various collective bargaining contracts at the University of Hawaii.

1. A cover letter indicating how you satisfy the minimum and desirable qualifications
2. Current resume
3. Official transcripts (copies acceptable for application but if selected originals required upon hire)
4. Names of three (3) professional references (including phone number and e-mail addresses).