Administrative Officer (0097555T)

Title: Administrative Officer

Position Number:T

Hiring Unit: Department of Oceanography/SOEST

Location: Manoa Campus

Date Posted: January 14 2026

Closing Date: February 3 2026

Band: B

Salary : salary schedules and placement information

Full Time/Part Time: Full Time

Temporary/Permanent: Temporary

Other Conditions: To begin approximately March 2026. Continuation subject to availability of funds and satisfactory performance. Possibility of conversion to permanent.

Duties and Responsibilities (*denotes essential functions)

1. *Provides administrative and fiscal support to the Oceanography Department faculty and their associated research groups including post-doctoral researchers and students by applying quantitative reasoning to ensure accuracy and compliance across financial and administrative processes.
2. *Prepares and reviews travel requests and completes financial reports for faculty staff and students participating in meetings conferences and field research programs ensuring consistency with policy through rigorous analytical review.
3. *Independently evaluated the appropriateness of fiscal and personnel documents using mathematical reasoning skills to identify discrepancies interpret constraints and recommend compliant alternatives.
4. *Advises faculty on fiscal policies and procedures offering data-informed recommendations on procurement travel and expenditure planning within established regulations.
5. *Procures and maintains inventory for supplies and services applying systematic tracking methods to optimize ordering cycles and ensure cost effective purchasing.
6. *Prepares and audits fiscal documents including purchase requisitions for laboratory equipment and supplies using numerical accuracy to ensure policy adherence.
7. *Prepares and audits overload forms and related payment documentation for faculty and graduate assistants ensuring precision in workload calculations and compensation structures.
8. *Uses UH System software (KFS eTravel RCUH procurement) with high proficiency leveraging quantitative skills to navigate structured workflows and ensure accurate processing of fiscal actions.
9. *Collaborates with the Oceanography Administrative Officer to design data-driven departmental training procedures and best practices that improve efficiency reduce errors and standardize fiscal and administrative operations.
10. *Works with administrative staff to develop clear well-structured faculty on-boarding materials that improve understanding of departmental systems policies and research-support workflows.
11. *Serves as a working supervisor to Division Administrators assigning and reviewing work using equitable metrics-based workload distribution strategies; provides training and ensures consistent application of departmental procedures.
12. *Represents and advocates for Division Assistants in communications with the Oceanography Office and faculty supervisors.
13. *Resolves administrative issues related to large or complex equipment purchases by reviewing terms conditions and quantitative specifications to ensure compliance and accurate procurement.
14. *Provides personnel support for activities such as hiring staff students and faculty. Oversees the process to ensure compliance with policies and procedures.
15. Acts as a backup to other administrative staff as needed.
16. Serves as an account administrator for University of Hawaii Foundation (UHF) accounts including account establishment purchase orders and payments and transfer of funds from UHF to ORS.
17. Facilitates sub-award contracts and payments for collaborating institutions applying structured reasoning to ensure correct processing of multi-institutional agreements.
18. Works with other Division Administrators on special projects requiring process evaluation and/or development of improved workflows.
19. Works with Student Services Specialists in managing scholarship applications and awards ensuring accurate student funding processes.
20. Participates in hiring committees contributing objective structured evaluation and decision-making.
21. Acts as a liaison between Division Administrators and departmental leadership translating complex policies into clear guidance and offering rational analysis of administrative needs and issues.
22. Other duties as assigned.

Minimum Qualifications

1. Possession of a baccalaureate degree in Education Business Administration STEM or related field and 3 year(s) of progressively responsible professional experience with responsibilities for fiscal or data analysis or administrative operations or support; 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 or data analysis or administrative operations or support 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 or data analysis or administrative operations or support.
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 Google suite Adobe KFS eTravel and RCUH procurement.
8. If applicable for supervisory work demonstrated ability to lead subordinates manage work priorities and projects and manage employee relations.
9. Excellent interpersonal skills.
10. Strong organizational skills.

Desirable Qualifications

1. Demonstrated ability to manage work priorities and projects.
2. Knowledge of an/or experience with UHM academic and research programs and support services.
3. Work experience in an academic/research institution.

To Apply:

Click on the Apply button on the top right corner of the screen and attach the required documents. Applicants must submit the following: (1) cover letter indicating how you satisfy the minimum and desirable qualifications (2) resume (3) names and contact information of 3 professional references and (4) copies of transcripts with confidential identifiable information (i.e. social security number birth date etc.) redacted are acceptable but official transcripts will be required at the time of hire.

Incomplete applications will not be considered.

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Inquiries: Glen Carter; ;

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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.

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