Administrative Officer

Posting number: 2026-0830

Department: University of Hawai'i at Manoa - College of Natural Sciences

Job classification: ADMINISTRATIVE SUPPORT

Posting type: Open

Categories: Administration, Accounting and Finance, Grants Administration, Business

Summary

Title: Administrative Officer

Position Number: 0080287

Hiring Unit: C OF NAT SCI, NAT SCI DEANS OFF, NAT SCI DEANS OFF

Location: UH at Manoa

Date Posted: August 30, 2026

Closing Date: September 13, 2026

Band: B

Salary : salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Permanent

Duties and Responsibilities

1. *Serves as Fiscal Administrator for the College with purchasing authority up to $24,999.
2. *Participate in the formulation of the College budget planning and continuously monitors budget expenditures throughout the fiscal year.
3. *Audits and gives preliminary approval for all fiscal documents submitted including account codes, object codes, supporting documentation, and compliance with annual operating budgets and RTRF budgets.
4. *Maintain accurate account of budget information and expenditures, develop financial spreadsheets, and perform regular audits and reconciliations as necessary.
5. *Prepares fiscal docs such as general error corrections, disbursement vouchers, contracts, & contract encumbrance forms for payment processing to central systems offices for approval to authorize disbursement and/or encumbrance of funds in a timely manner.
6. *Verifies that all purchases fall within the guidelines of State of Hawaii and University of Hawaii purchasing and disbursing policies and procedures.
7. *Serves as source of support in financial management, contract management, personnel transactions or other technical or functional areas, providing technical advice to faculty and staff.
8. *Supervises and trains student assistants as assigned. Monitors their progress and tasks assigned to them for thoroughness and completion.
9. *Assists in maintaining College personnel records in accordance with University policies.
10. *Oversees and maintains filing system for fiscal documents; ensuring the files are in retrievable order for seven (7) years.
11. *Creates detailed financial reports and data analysis of operating budgets, faculty start ups, UH Foundation accounts and RTRF Facilitating Accounts.
12. *Responsible for maintaining and updating Variance Reports for all operating accounts, providing a critical analysis tool for budgeting and decision making.
13. *Reviews and monitors position vacancies.
14. *Prepares, processes submission of forms for payroll transactions for all employees.
15. *Makes recommendations for internal accounting controls and procedures to adhere to generally accepted accounting principles and practices.
16. *Develops training manuals to assist faculty and staff with fiscal procedures and instructions on the processing of fiscal documents.
17. *Keep abreast of current University, UH Foundation and RCUH policies, procedures, regulations, directives and State and Federal statutory requirements, i.e., Hawaii Revised Statutes, Hawaii Administrative Rules, and Federal Acquisition Regulations.
18. *Assists Administrative Services Manager in drafting edits of and/or evaluating proposed changes to College fiscal and personnel internal policies and procedures.
19. *Serves as the College’s ISAT Coordinator.
20. Other duties as assigned

*Denotes Essential Functions

Judgment Exercised

1. Judgments and decisions impact operations, functions, programs, management, or policies of the program or its organizational segments.
2. Judgments are recognized as sound, accurate, and knowledgeable and are generally accepted and followed after general review.
3. Efforts have impact on direction, accomplishment of goals, and schedules of projects.
4. Work is expected to be technically thorough, creative, correct, and reliable, and result in the development of technically sound products, judgments, studies, recommendations, and documentation.

Originality

1. Develops, defines, or applies new or improved techniques, methods, practices, or strategies.
2. Recommends constructive ideas to increase the efficiency, effectiveness, and productivity within a specialty area.
3. Develops, defines, and applies new and improved techniques, strategies, and original methods to the solution of important problems in the specialty area.
4. Originates plans, techniques, and/or procedures to apply existing knowledge to ideas, analyses, projects, or tests and evaluations.

Controls Over Position

1. The incumbent may recommend or establish policy and procedures applicable to an assignment.
2. The incumbent works independently without close supervision and performs most assignments with instructions as to the general results expected.
3. Guidance is given on unusual or complex problems and procedures as needed.
4. The incumbent's supervisor is kept informed of general plans and progress of work.

Supervision Exercised

1. Coordinates, directs, reviews, and/or monitors the work of others in accomplishment of a specific task.
2. Monitors, coordinates, or directs the work of lower level personnel, clerical assistants and/or student assistants.
3. Coordinates, monitors, and/or supervises the work of clerical personnel and/or student assistants who require assistance and guidance on specific assignments.
4. Reviews the work of others and/or provides training to others in area of expertise. Refers matters of policy to supervisor.
5. May review the work product from specific task assignments of other professional, clerical, technical personnel and/or student assistants.

Education and Professional Work Experience

1. Possession of a baccalaureate degree in Business Administration or related field and 3 year(s) of progressively responsible professional experience with responsibilities for Business Administration/Management; or equivalent education/training or experience.

Knowledge, Skills and Abilities

1. Considerable working knowledge of principles, practices and techniques in the field of Business Administration/Management as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.
2. Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories systems associated with Business Administration/Management.
3. 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.
4. Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.
5. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
6. Demonstrated ability to operate a personal computer and apply word processing software.
7. For supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.

Equivalencies

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

Supplemental Minimum Qualifications

• None

Desirable Qualifications

• Considerable knowledge of administrative practices of the University and/or other institutions of higher education.

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) Resume;

(2) Cover letter indicating interest in the position and how the minimum and desirable qualifications of the position are met;

(3) The names and contact information (telephone number and email addresses) of at least three professional references; and

(4) Copies of educational transcripts with CONFIDENTIAL DATA (i.e. social security number, birthdate, etc)REDACTED. If requested transcripts are unobtainable by closing date, please indicate so where transcripts are required as an attachment. You will have a grace period of 7 days from the closing date (09/13/2026) to email copies of your transcripts tocnshr@hawaii.edu. Official transcripts will be required if selected to fill the position.

INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED.
Note: If you have not applied for a position before using NeoGov, you will need to create an account.

Inquiries: Charles Luk,cluk@hawaii.edu

Examples of duties

The University of Hawai'i 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: https://www.hawaii.edu/offices/eeo/policies/

Employment 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 Hawai'i may be viewed at: https://www.hawaii.edu/titleix/help/campus-security/, 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 Hawai'i 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: https://www.hawaii.edu/offices/eeo/accommodation-request/