University of Hawaii System
Administrative Officer (0080945)
University of Hawaii System, Honolulu, Hawaii, United States, 96814
Description
Title:
Administrative Officer Position Number:
0080945 Hiring Unit:
VP Budget & Finance/CFO, Financial Mgt. Office Location:
Manoa Campus Date Posted:
August 4, 2025 Closing Date:
August 19, 2025; 11:59 PM, HST Salary:
salary schedules and placement information Additional Salary Information:
Pay Band B; minimum $5,434, commensurate with experience within budgetary limitations Full Time/Part Time:
Full-time Temporary/Permanent:
Permanent Funding:
General
Duties and Responsibilities
*Denotes Essential Functions * Provides professional administrative support to the Associate Vice President (AVP)/Controller and relieves the AVP of administrative details by acting independently within a framework of established office policies and practices. Anticipates the needs of the AVP and understands the AVP's viewpoints and basic policies and may speak on behalf of the AVP in the matters delegated. * Responsible for the AVP's schedule, making all necessary arrangements for meetings, conferences, and appointments with subordinate staff, executives and administrations, State administrations, faculty, students and external stakeholders. * Provides direct support in oversight of office operations; prepares & coordinates facility & telecom service requests; maintains the departmental key inventory; prepares and reviews final documents; and maintains effective electronic and paper filing systems. * Serves as the primary source of administrative support to FMO for personnel management, financial management, and contract management. * Maintains and analyzes fiscal transaction information, chart of accounts, records and financial reports, fiscal data relating to materials, labor, overhead costs, object codes and control ledgers, registers, journals and other related fiscal records. Reviews, analyzes, evaluates and develops short and long-range budget (operating and/or capital improvements) proposals, requests and proposed expenditure plans. * Prepares and issues purchase orders, requisitions, invitations to bid, bid specifications, technical specifications or requests for quotations in accordance with applicable procedures. * Provides staff support in the review, preparation, analysis, solicitation, evaluation, and negotiation of contracts and modifications of a moderately difficult and complex nature. Serves as the primary FMO division parking coordinator and is responsible for providing support to the FMO staff in all matters involving parking and commuter services. Reviews and coordinates correspondence for the attention of the AVP received by mail (paper and electronic), telephone and in-person communications using sound judgment; distributes requests and information to FMO managers and staff as needed. Responsible for coordinating the update and maintenance of FMO websites and fiscal administrators' communication tools (e.g. fiscal administrator list, listserve, townhall meetings, and forms). * Provides support by overseeing, reviewing, and coordinating action memo requests including requests for approval of AVP, President or Board of Regents. * Provides support in the maintenance of information systems to ensure all actions are accounted and works with senior administrative staff to ensure timely and proper review and action; prepares final documents, and maintains an effective filing system. * Provides support in drafting and preparing and finalizing administrative documents including action memos, policies, procedures, reports, legislative requests, correspondence and other related matters. Provides support with preparing agendas for FMO related meetings, working with a variety of internal and external groups to identify and secure individuals to present or participate in decisions made by higher level personnel. Reviews, provides technical advice, and makes recommendations of office administrative actions, policies, procedures, and documents necessary to support office goals and objectives. Assists with special projects. Other duties as assigned. Minimum Qualifications
Possession of a baccalaureate degree in business administration, public administration, economics, education or related field and 3 years of progressively responsible professional experience with responsibilities for program management, business, or fiscal administration; 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 program management, business, or fiscal administration and administration 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 program management, business, or fiscal administration. 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 and spreadsheet software. If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations. Desirable Qualifications
Demonstrated written and verbal communication in presenting ideas and issues to build consensus and cooperation. 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: resume; cover letter indicating interest in the position and how the minimum and desirable qualifications of the position are met the names and contact information (telephone number and email addresses) of at least three professional references and copies of educational transcripts with CONFIDENTIAL DATA ie. social security number, date of birth REDACTED. If transcripts are unobtainable at time of application, please indicate so where transcripts are required as an attachment. You will have a grace period of 7 days from closing date to email copies of your transcripts to
systempo@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
Brenda Shin; 808-956-8601; systempo@hawaii.edu EEO, Clery Act, ADA 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/
#J-18808-Ljbffr
Administrative Officer Position Number:
0080945 Hiring Unit:
VP Budget & Finance/CFO, Financial Mgt. Office Location:
Manoa Campus Date Posted:
August 4, 2025 Closing Date:
August 19, 2025; 11:59 PM, HST Salary:
salary schedules and placement information Additional Salary Information:
Pay Band B; minimum $5,434, commensurate with experience within budgetary limitations Full Time/Part Time:
Full-time Temporary/Permanent:
Permanent Funding:
General
Duties and Responsibilities
*Denotes Essential Functions * Provides professional administrative support to the Associate Vice President (AVP)/Controller and relieves the AVP of administrative details by acting independently within a framework of established office policies and practices. Anticipates the needs of the AVP and understands the AVP's viewpoints and basic policies and may speak on behalf of the AVP in the matters delegated. * Responsible for the AVP's schedule, making all necessary arrangements for meetings, conferences, and appointments with subordinate staff, executives and administrations, State administrations, faculty, students and external stakeholders. * Provides direct support in oversight of office operations; prepares & coordinates facility & telecom service requests; maintains the departmental key inventory; prepares and reviews final documents; and maintains effective electronic and paper filing systems. * Serves as the primary source of administrative support to FMO for personnel management, financial management, and contract management. * Maintains and analyzes fiscal transaction information, chart of accounts, records and financial reports, fiscal data relating to materials, labor, overhead costs, object codes and control ledgers, registers, journals and other related fiscal records. Reviews, analyzes, evaluates and develops short and long-range budget (operating and/or capital improvements) proposals, requests and proposed expenditure plans. * Prepares and issues purchase orders, requisitions, invitations to bid, bid specifications, technical specifications or requests for quotations in accordance with applicable procedures. * Provides staff support in the review, preparation, analysis, solicitation, evaluation, and negotiation of contracts and modifications of a moderately difficult and complex nature. Serves as the primary FMO division parking coordinator and is responsible for providing support to the FMO staff in all matters involving parking and commuter services. Reviews and coordinates correspondence for the attention of the AVP received by mail (paper and electronic), telephone and in-person communications using sound judgment; distributes requests and information to FMO managers and staff as needed. Responsible for coordinating the update and maintenance of FMO websites and fiscal administrators' communication tools (e.g. fiscal administrator list, listserve, townhall meetings, and forms). * Provides support by overseeing, reviewing, and coordinating action memo requests including requests for approval of AVP, President or Board of Regents. * Provides support in the maintenance of information systems to ensure all actions are accounted and works with senior administrative staff to ensure timely and proper review and action; prepares final documents, and maintains an effective filing system. * Provides support in drafting and preparing and finalizing administrative documents including action memos, policies, procedures, reports, legislative requests, correspondence and other related matters. Provides support with preparing agendas for FMO related meetings, working with a variety of internal and external groups to identify and secure individuals to present or participate in decisions made by higher level personnel. Reviews, provides technical advice, and makes recommendations of office administrative actions, policies, procedures, and documents necessary to support office goals and objectives. Assists with special projects. Other duties as assigned. Minimum Qualifications
Possession of a baccalaureate degree in business administration, public administration, economics, education or related field and 3 years of progressively responsible professional experience with responsibilities for program management, business, or fiscal administration; 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 program management, business, or fiscal administration and administration 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 program management, business, or fiscal administration. 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 and spreadsheet software. If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations. Desirable Qualifications
Demonstrated written and verbal communication in presenting ideas and issues to build consensus and cooperation. 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: resume; cover letter indicating interest in the position and how the minimum and desirable qualifications of the position are met the names and contact information (telephone number and email addresses) of at least three professional references and copies of educational transcripts with CONFIDENTIAL DATA ie. social security number, date of birth REDACTED. If transcripts are unobtainable at time of application, please indicate so where transcripts are required as an attachment. You will have a grace period of 7 days from closing date to email copies of your transcripts to
systempo@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
Brenda Shin; 808-956-8601; systempo@hawaii.edu EEO, Clery Act, ADA 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/
#J-18808-Ljbffr