Administrative Officer, #0078260

Title: Administrative Officer

Position Number:

Hiring Unit: SCH OF LAW LAW DEANS OFF LAW DEANS OFF

Location: UH at Manoa

Band: B

Salary :salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Permanent

Duties and Responsibilities

1.*Reviews approves and provides daily oversight for a full range of activities in the Fiscal/Personnel Office that includes funds management financial accounting disbursement accounts receivable procurement inventory management human resource management and grants administration.

2.*Participates in the recruiting of staff & faculty to include full-cycle recruitment new hire orientation onboarding job postings applicant tracking reporting temporary assignments job descriptions as well as the processing of employee promotions transfers terminations and other human resources changes/updates.

3.*Analyzes computer-generated accounting and personnel reports for accuracy and resolve discrepancies with appropriate University system administrative offices.

4.*Reviews expenditure documents and resolves discrepancies to ensure timely and accurate processing of purchasing personnel and payroll data.

5.*Oversees the processing of all SCOPIS payroll. Develops internal payment schedules and ensures timely payments are made.

6.*Provides guidance to school personnel in the securing of bids and quotations for purchases as required by state university federal and extramural funding agency policies and procedures.

7.*Provides detailed cost analysis to assist in the evaluation of proposals.

8.*Develops and implements internal policies and procedures to enhance the efficiency and effectiveness of financial and personnel operations.

9.*Trains administrative staff on various computer applications policies and procedures (i.e. UH RCUH UHF sponsor award conditions student moot court travel etc.)

10.*Prepares adjusting journal entries to ensure accuracy of expenditure data including cash draw downs and year-end adjustments.

11.*Reviews and approves travel documents for intra-state and out of state travel for completeness and compliance with applicable UH policies and bargaining unit agreements.

12.*Develops and implements internal deadlines and policies. Ensures all purchases comply with university policies and procedures and are within the budget plan.

13.Reviews contracts and extramural grant proposals and assists principal investigators in budget formulation and makes recommendations in accordance with federal and university circulars and guidelines.

14.*Reviews extramural grants purchases and procurement activities and reconciles accounts in accordance with UH/RCUH/Federal Rules and regulations.

15.Assists in the management of the Fiscal/Personnel Office and related supervision of staff including clerical professional and student employees.

16.*Prepares quarterly payroll projections for both salaried and hourly employees. Maintains Excel spreadsheets for all payroll accounts and reconciles this against the ledger.

17.*Keeps abreast of and interprets UH state federal sponsor RCUH and UHF policies and procedures regulations and statutory laws and rules to ensure compliance.

18.*Works with the lead Administrative Officer and other school personnel to address audit concerns and implement corrective action.

19.*Works closely with Law School managers and administrators to ensure the success of selected Law School programs such as student competition travel school protocol spending lecturer hiring and payroll etc.

20.*Gathers information prepares reports and summarizes budget balances. This includes variance and trend analysis the preparation of the financial section of the annual ABA questionnaire and to ensure compliance with ABA standards.

21.Other duties as assigned

* Denotes Essential Functions

Minimum Qualifications

1.Possession of a baccalaureate degree in in Business Administration Accounting or related field and 3 year(s) of progressively responsible professional experience with responsibilities for financial and human resource 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 field of business administration 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.

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

9.Any equivalent combination of education and/or professional work experience which provides the required education knowledge skills and abilities as indicated.

Desirable Qualifications

1.Considerable knowledge of University of Hawaii RCUH and UHF financial management and human resources policies and procedures and applicable business management systems (Kuali PeopleSoft Touchnet Banner)

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.)

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: Wesley Kau

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: