Administrative Officer (UHCDC)

Title: Administrative Officer

Position Number:T

Hiring Unit: School of Architecture (UHCDC)

Location: UH at Manoa

Band: B

Salary : $5434/mo

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Temporary

• **Perform a full range of administrative fiscal and personnel duties to support the daily operations of the University of Hawaii Community Design Center (UHCDC) in close collaboration with UHCDC Director SOA fiscal and administrative office and PIs.
• ** Maintain reconcile and audit internal fiscal information for the University of Hawaii Community Design Center (UHCDC). Review accounts within UHCDC and University of Hawaii at Manoa (UHM) systems. Troubleshoot and direct correction on areas of concern.
• ** Analyze and ensure accuracy and completeness of purchase and payment documents in compliance with University policies and procedures. Verify calculation fund availability grant or contract terms and contract periods before approval.
• ** Prepare and monitor UHCDC monthly quarterly and annual financial reports and other projects administrative requirements.
• ** Prepare and monitor UHCDC project invoices and income.
• ** Reconcile UHCDC payroll and other project expenses to correct project accounts on a monthly basis.
• ** Provides advice to UHCDC Director and Principal Investigators (PIs) with UHCDC staff position requests and hiring practices.
• ** Develop short term and long range planning with UHCDC Director and PIs.
• ** Provide support to UHCDC Director and PIs on contract development routing and signing.
• ** Monitor overall UHCDC funding and budgets per institution agency grant and contract in coordination with UHCDC Director.
• ** Manage the maintenance of current equipment and controlled property inventory records.
• ** Orient train and coordinate with new faculty PIs or staff on program/departmental policies and procedures as it relates to UHCDC activities.
• ** Use existing systems or develop new procedures in collaboration with the School of Architecture and UHM to efficiently track overall UHCDC accounts. Utilizes this information to prepare reports for review monitoring and other purposes.
• ** Prepare and review grant proposals for submission ensuring compliance with applicable state and federal laws regulations policies & procedures. Advise on guidelines to comply with Universitys mission.
• ** Responsible for the provision of purchasing and procurement of goods and services within fiscal authority including signing authority up to $24999.
• ** Recommend changes to program policies standard operating procedures web-based resources and evaluation to improve operations to achieve the most efficient and economical service.
• ** Work directly with PIs to process travel requests and completion reports for cost and no-cost travel to ensure funds spent are in accordance with University and/or sponsors policies and procedures on UHCDC project related travel.
• ** Coordinate and perform a variety of tasks that facilitate the day-to-day operations of UHCDC.
• ** Responsible for managing daily facility-related operations and expenses.
• ** Collaboratively identify coordinate evaluate and solve problem areas within UHCDC.
• ** Develop and advise on updates to the UHCDC website newsletters and other communications to maximize efficient transmission and capture of UHCDC activities.
• ** Implement new policies procedures and guidelines as it pertains to the department University affiliated institutions and sponsoring agencies.
• ** Manage the engagement research and design work of student hires within UHCDC on projects as applicable.
• Other duties as assigned.

Minimum Qualifications

• Possession of a baccalaureate degree in Business Administration and/or Management or related field and 3 year(s) of progressively responsible professional experience with responsibilities for financial and/or cost accounting; or any equivalent combination of education and/or professional work experience which provides the required education knowledge skills and abilities as indicated.
• Considerable working knowledge of principles practices and techniques in the area of financial and/or cost accounting and personnel administration 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 financial and/or cost accounting and personnel administration.
• 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.
• Demonstrated abilities in attention to detail with strong organizational and priority setting skills.
• If applicable for supervisory work demonstrated ability to lead subordinates manage work priorities and projects and manage employee relations.

Desirable Qualifications

• Completion of the University of Hawaii ORS Contract and Grant Certification course.
• Knowledge of the University of Hawaii Jaspersoft Kuali and myGrant systems.
• Experience in Environmental Design and Community Design.
• Experience with revolving funds.
• Familiarity with state contracts and grants.
• Experience in Accounts Receivable billing and collections.
• Experience with office management.
• Experience with project management.

To Apply:Click on the Apply button on the top right corner of the screen to complete an application and attach required documents. Applicant must submit the following: (1) Cover letter to the Selection Committee indicating interest in the position and how the minimum and desirable qualifications of the position are met; (2) Resume; (3) Names and contact information (telephone number and email addresses) of at least three professional references; and (4) Official transcript(s) showing degree and coursework to date appropriate to the position (copies of official transcripts are acceptable; however original official transcripts will be required at the time of hire.) Late and/or incomplete applications will not be considered. All documentation become the property of the school.

Note: If you have not applied for a position before using NeoGov you will need to create an account after clicking on the APPLY button.

Inquiries: Cathi Schar

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 re-employment 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 case-by-case basis. For further information please refer to the following link: