Administrative Officer (0078802)

Hilo, HI - USA

Monthly Salary: Not Disclosed

Posted on: 4 days ago

Vacancies: 1 Vacancy

Job Summary

Description

Title: Administrative Officer

Position Number:

Hiring Unit: College of Natural & Health Sciences CNHS Deans Office

Location: UH at Hilo

Date Posted: February 25 2026

Closing Date: March 24 2026

Band: B

Salary :salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Permanent

Position Overview:

The University of Hawaii at Hilo (UH Hilo) is a public liberal arts and sciences university on the Island of Hawaii recognized for its integration of cultural immersion and place-based research that leverages the islands extraordinary geological biological and cultural diversity. A comprehensive regional campus within the ten-campus University of Hawaii system UH Hilo offers high-quality undergraduate and select postgraduate education with distinctive strengths in areas such as marine science geology astronomy and Hawaiian language revitalization while advancing research scholarship and creative activity that support community needs environmental stewardship Indigenous knowledge systems and workforce development priorities for the State of Hawaii.

The College of Natural and Health Sciences (CNHS) is one of the two largest colleges at UH Hilo home to 9 departments 14 undergraduate and graduate degree programs and over 60 full-time faculty. CNHS provides an innovative career-focused scientific education based in the culture rich diversity and natural environment of Hawaii. The college prepares students for success in local state regional and global careers. It teaches basic scientific and mathematical principles and applications that inform future citizens scientists managers and leaders using modern methods and Hawaii Islands living laboratory.

The Administrative Officer plays a vital role within the College of Natural and Health Sciences (CNHS) directly supporting the Dean in budget management and serving as the primary fiscal approver for all procurement under $25000. In this capacity the officer reconciles all college expendituresincluding personnel costsprovides guidance for strategic budget planning and manages the distribution of funds to all academic units. They lead and mentor support staff across the college to ensure procurement requests comply with established policies and that all financial reporting is timely and accurate. Working closely with the Deans administrative team the Administrative Officer ensures seamless operations across all functions that impact the colleges financial health.

Duties and Responsibilities (* indicates essential duties)

Budget/Fiscal (50%)
1. *Serves as the budget manager/fiscal administrator for the Dean. Monitors expenditures and encumbrances regularly and maintains control of spending in accordance with budget plans.
2. *Reconciles monthly program expenditures with university-generated reports; monitors financial reports and records and submits financial and fiscal reports to the UH Hilo Budget Office.
3. *Anticipates spending trends and assists the Dean with budget forecasting creative resource management and strategic budget planning to ensure that the College can effectively meet its goals and priorities.
4. *Prepares short- and long-term financial plans relating to unit-level and Colleges needs based on evaluation of unit-level and College budget and fiscal operations; collaborates with the Dean and the Vice Chancellor for Academic Affairs to produce annual projections and allocations for the unit.
5. Maintains all fiscal records and transaction reports financial reports and budget account information in compliance with Federal State and University requirements.
Procurement (30%)
1. *Oversees procurement in the College:Reviews and approves as appropriate all necessary procurement documentation contracts for services requests for specialized purchasing requests for sole source/brand student travel requests for prior approval; identifies and assists to resolve procurement issues; advises college procurement personnel on procurement laws statutes policies procedures and requirements.
2. *Serves as the fiscal administrator in delegated areas with approving authority for goods and services of amounts up to $24999 for the College; reviews submits and serves as liaison for requests outside of fiscal authority to the UH Office of Procurement Management.
3. *Approves and issues as appropriate purchase orders pre-encumbrances purchase order amendments (POA) purchase order close documents (POC) inter-department orders (IDO) and disbursement vouchers (DV) for purchasing and procurement of goods/services with UH funds within fiscal authority.
4. *Reviews and advises on requisitions invitations to bid bid specifications technical specifications and/or requests for quotations; contacts vendors and obtain bids.
5. Documents and assures fiscal integrity of procurement/acquisition receipt and issue records.
Human Resources (10%)
1. *Works closely with the human resources coordinator for the College to assess the fiscal ramifications of all personnel transactions to determine if sufficient funds are available for new faculty and staff hires.
General Administration (10%)
1. *Serves as administrative officer for the College to provide support across a broad range of operational policy and procedural matters in accordance with current policies procedures and directives as requested and uses independent authority to do so.
2. Maintains current and high-level knowledge of UH System Board of Regents and other applicable policies and procedures as they relate to procurement budget planning personnel and other operational functions; advises the Dean on major policy changes relevant to College operations and recommends changes to standard operating procedures to improve operations for the most efficient and effective service.
3. Other duties as assigned and as time permits.

Minimum Qualifications

Possession of a baccalaureate degree in Business Human Resources Public Administration or related field and 3 year(s) of progressively responsible professional experience with responsibilities for management support with familiarity in financial and fiscal reporting procurement negotiating and administering contracts audit process internal controls and/or related government regulations; 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 fiscal reporting procurement negotiating and administering contracts audit process internal controls human resources administration and/or related government regulations 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 management support with familiarity in financial and fiscal reporting procurement negotiating and administering contracts audit process internal controls human resources administration and/or related government regulations.

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 apply word processing software.

For supervisory work demonstrated ability to lead subordinates manage work priorities and projects and manage employee relations.

Supplemental Minimum Qualifications

Strong knowledge of financial fiscal and accounting principles.
Demonstrated knowledge of Microsoft (MS) Office financial systems and spreadsheets.

Desirable Qualifications

Masters degree in Business Administration Accounting or related field.
Ability to work effectively with multiple financial structures i.e. University of Hawaii Research Corporation of the University of Hawaii University of Hawaii Foundation and assorted non-profit organizations.
Experience in post-secondary educational environments.
Experience in higher education academic or administrative affairs.
Ability to work responsibly with a variety of funding sources (e.g. general funds state and federal grant auxiliary entities etc.)
Work experience in multicultural environment.
Knowledge of and experience with UH fiscal Human Resources and other administrative policies and procedures.
Demonstrated ability to effectively interact with other entities with UH and RCUH.
Accounting or fiscal experience in public comprehensive institution of higher education.
Demonstrated ability to recognize fiscal and financial problems identify possible causes and resolve the full range of problems that may commonly occur in business administration.

To Apply:

Click on the Apply button on the top right corner of the screen to complete an application and attach each required document.

A complete application must include:

Cover letter explaining how each minimum and desirable qualification is met.
Resume
Names and addresses email addresses and telephone numbers of three 3 current
professional references
Transcript(s) showing degrees and course work appropriate to the position (copies are acceptable; however original official transcripts will be required prior to employment).

Please do not include any self-identifying photos. Please redact references to Social Security numberand birth date on transcript copies. Copy of diplomas will NOT be accepted. Documents issued from an institution outside the United States of America require a course-by-course analysis with an equivalency statement from an agency having membership with the National Association of Credential Evaluation Services Inc. verifying the degree equivalency to that of an accredited institution within the USA. Expense of the evaluation shall be borne by the applicant.

All requested documents/information become the property of the University. All minimum qualifications must be met by the closing date. Incomplete applications will not be considered. Failure to submit all required documents and reference information shall deem an application to be incomplete.

Inquiries: Simon Kattenhorn Ph.D.

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 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:

Required Experience:

Unclear Seniority

DescriptionTitle: Administrative OfficerPosition Number:Hiring Unit: College of Natural & Health Sciences CNHS Deans OfficeLocation: UH at HiloDate Posted: February 25 2026Closing Date: March 24 2026Band: BSalary :salary schedules and placement informationFull Time/Part Time: Full-timeMonth: 11-mont...