Administrative Services Manager (0081865)

Title: Admin Services Manager

Position Number:

Hiring Unit: RES & DEAN OF GRAD DIV SCH O&ES&T HAW INST OF MAR BIO

Location: Kaneohe HI

Date Posted: 3/3/2026

Closing Date: 4/15/2026

Band: B

Salary :salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Permanent

Duties and Responsibilities (*denotes essential functions)

1.*Serve as the lead Fiscal Administrator and Personnel Officer for HIMB. This position will have management oversight for the fiscal and personnel responsibilities under the direction of the Director of the Hawaii Institute of Marine Biology.

2.Responsible for fiscal planning for maintenance and operations property management safety and regulatory compliance financial management human resources procurement and coordination of specialized operational units necessary to sustain a remote research campus.

3.*Oversee the fiscal and personnel department to ensure the effective management of HIMBs financial operations and human resources functions.

4.*Supervise fiscal and human resources staff fostering professional development ensuring a fair equitable and high-performing work environment.

5.*Develop and implement end-to-end award support for HIMB grants and awards from initial budgeting and MyGrant submission to award management spend-out and reporting.

6.*Prepare monthly quarterly and annual budget reports; prepare budget documents; review analyze evaluate and develop short- and long-term operating budget proposals requests and expenditure plans.

7.*Maintain and monitor internal accounting and fiscal records for general funds special funds external funds and UH Foundation funds.

8.*Ensure that the Institute has financial resources to meet its goals and priorities; anticipate spending trends and adjust budgets accordingly; manage resources; monitor expenditures and encumbrances correct irregularities and report them to the Director.

9.*Complete review maintain reconcile and audit fiscal transaction reports forms requests and records in accordance with Federal State and University requirements.

10.*Assist in preparation of special reports project proposals and analysis of program activities utilizing program data and information.

11.*Interpret and advise on fiscal matters including development of options/alternatives and recommendations on budget policies procedures strategic funds transfers and instructions.

12.*Provide oversight and evaluation of personnel processes and ensuring that personnel processes are timely and efficient

13.*Lead the digital transformation of HR documentation for all personnel record management and transactions. Establish and audit procedures to ensure the human resources team achieves digital adoption eliminating paper files for all current and future employee records. Oversee and direct the secure systematic digitization of all legacy paper documents.

14.*Advise the Director of the progress of projects assigned anticipated problems and of major process or policy changes which may affect HIMB operations.

15.*Maintain open communication and liaison relationships with SOESTs Budget office HR office and the Director for Administrative Services.

16.*Advise Faculty and Staff on grant management and human resources policy and procedures requirements and assists through these processes.

17.*Provide regular reports to internal and external stakeholders and ensures that all funded projects meet their objectives adhere to timelines and comply with requirements.

18.*Provide recommendations on best practices to staff and faculty to facilitate Fiscal and Administrative transactions.

19.Provide backup coverage for fiscal and personnel actions as needed.

20.Other duties as assigned.

Minimum Qualifications

1.Possession of a baccalaureate degree in natural or social sciences engineering or architecture planning business administration project management accounting human resources arts and humanities or related field and 4 year(s) of progressively responsible professional experience with responsibilities for financial accounting budget administration human resources and/or business 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 business administration accounting human resources 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 business administration accounting human resources.

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 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 prepare implement monitor and safeguard budgets payroll personnel purchasing equipment contracts and other financial records.

10.Strong organizational skills attention to detail and the ability to recommend and implement fiscal organization and management.

11.Ability to meet critical deadlines be an independent thinker and a team player be flexible to ongoing changes in the unit and proficient in multitasking.

12.Demonstrated ability to plan organize and direct the administrative business of an active office setting.

Desirable Qualifications

1.Masters degree in business administration or related subject.

2.Five years or more of successful office experience in a higher education institution setting including accounting purchasing personnel and record keeping.

3.Demonstrated knowledge of database management data mining software financial systems and spreadsheets.

4.Experience working in a University or research institute managing multiple state and/or federal budgets in a business office setting.

To Apply:

Click on the Apply button on the top right corner of the screen to complete an application and attach 1) cover letter indicating your interest in this position and how you satisfy the minimum and desirable qualifications 2) resume 3) the names and contact information (include title email and phone number) of at least three professional references and 4) copies of educational transcripts with confidential information (i.e. social security number birth date etc.) redacted. Official transcripts will be required at the time of hire. Transcripts issued outside of 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.

Incomplete applications will not be considered. The application will be considered incomplete if materials are unreadable.

Minimum qualifications must be met by the date of application.

If you submit more than one application only the most recent application will be considered.

Note: If you have not applied for a position before using NeoGov you will need to create an account.

Inquiries:

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: