University of Hawaii System
Administrative Officer (#97033T)
University of Hawaii System, Honolulu, Hawaii, United States, 96814
Title: Administrative Officer
Position Number: 97033T
Hiring Unit: C OF HLTH SCI & SCH OF MED, Cell and Molecular Biology
Location: Kakaako
Date Posted: October 14, 2025
Closing Date: October 28, 2025
Band: B
Salary: salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month Temporary/Permanent: Temporary
Duties and Responsibilities
Oversees the daily operations and provides primary administrative leadership of the National Institutes of Health/ Centers of Biomedical Research Excellence Award, "COBRE-Diabetes"; Maximizing Access to Research Careers, "MARC" at the University of Hawaii at Manoa Award; the JABSOM Histopathology Core and the Metabolic and Analytical Core SRRCs (Special Fund Research Recharge Centers).
Assists the leadership team with implementation of research program objectives, including but not limited to the coordination of annual internal and external reviews of cores and projects, which includes four (4) major research projects and multiple pilot projects annually.
Provides summaries of research core usage to assist with decision-making. Writes and prepares biannual reports and presentations for the biannual Advisory Committee meetings.
Uses effective planning, organizational, coordination, and directing skills to schedule and establish arrangements for various functions, including but not limited to day-long research retreats involving project investigators as well as clinical, behavioral, and basic science personnel, annual meetings of the transdisciplinary advisory committee, various conferences as required by the administered grants and contracts, inclusive of travel accommodations, and general conference coordination.
Advises and acts as a liaison between various private and federal funding agencies, UH System offices, RCUH system offices, JABSOM fiscal and human resources offices, individual principal investigators, and other internal and external entities in resolving issues/problems at all stages of a grant or contract from pre-award to award closeout.
Inputs, reviews, and approves human resources and fiscal transactions, including but not limited to eTimesheets, on behalf of or in the absence of the principal investigator (PI).
Prepares summary monthly, quarterly, and annual budgetary reports for fiscal oversight, including program forecasting, or more frequently when necessary.
Manage SRRC accounts. This includes accounts payable and receivable, and preparing annual SRRCreports.
Collaborates with potential future investigators, scientists, mentors, and other UH personnel. Provides information and guidance as appropriate.
Coordinates and facilitates strategic development of large proposals (multi-year, multi-investigator, and/or multi-entity). Works with participants and partners to ensure compliance with sponsoring agency requirements.
Analyzes funding agency Requests for Applications (RFAs) and identifies requirements to ensure compliant responses prior to submission of proposals (e.g., supplemental and administrative grant submissions).
Reviews materials related to RFAs and other solicitation guidelines and University policies, assuring that technical (non-scientific) and accounting elements meet agency requirements, budgets align with statements of work, costs are allowable under the OMB Uniform Guidance, and other applicable policies and cost-sharing commitments are attainable and have been approved by JABSOM department heads and administrators.
Prepares program budgets, including budget forecasting and justifications.
Directs the submission and management of non-competing and competing renewals for various grants and contracts, and submission of reports on such grants and contracts as required.
Reports to the PI, but also works independently to meet multiple program project deadlines, tasks, and demands under short time constraints.
Other duties as assigned.
*Denotes Essential Job Duties
Education and Professional Work Experience
Possession of a baccalaureate degree in Business Administration, Communication, Biomedical Science or related field and 5 year(s) of progressively responsible professional experience with responsibilities for research administration or related field; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
Knowledge, Skills and Abilities
Considerable working knowledge of principles, practices and techniques in the area of award and post-award activities related to grants and contracts 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 extramural grant funding.
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 and computer competence with Microsoft (MS) Word, Excel, PowerPoint, and other software for document and publication preparations and competence with at least one (1) statistical software package to generate tables and graphs for presentations.
If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
Supplemental Minimum Qualifications
Demonstrated ability to effectively interact with government agencies, academicians, clinicians, Deans, Department Chairs, basic and clinical research investigators at the University of Hawai`i (UH) and the Research Corporation of the UH (RCUH), and vendors.
Demonstrated ability to convey necessary information accurately and concisely, listen effectively, and ask pertinent questions. Conveys complex information in writing, telephone conversations, and direct interpersonal contacts.
Demonstrated ability in summarizing information and preparing reports using basic computer, statistical, and graphical methods.
Demonstrated ability in preparing reports, documents, and publications dealing with the scientific, administrative, or fiscal aspects of biomedical research.
Ability to interact and communicate (verbally, in written form, or electronically) respectfully and professionally with supervisors, co-workers, and others at all times.
Demonstrated ability to project a positive image in all interactions and reflect a commitment to building a supportive work environment and maintaining a positive attitude in the workplace.
Considerable working knowledge of project management and personnel oversight. Familiarity with fiscal and administrative issues related to biomedical research.
Familiarity with biomedical research terminology and general methodologies, and organizing National Institutes of Health (NIH) grant applications and reports.
Expertise in document and presentation preparation related to report and application preparation. Considerable working knowledge of academic research and evaluation practices.
Considerable working knowledge of academic budget development principles and practices. Ability to lift up to fifteen (15) pounds independently or without assistance.
Desirable Qualifications
Experience as a Research Program Coordinator or Project Administrator for research, academic, or business institution.
Experience assisting with proposal preparation to secure funding (e.g., hospital, University).
Experience in a sponsored projects office or business office handling pre- and post-award functions for extramurally funded grants and contracts.
Experience assisting with grant submissions to agencies such as the National Institutes of Health (NIH) and other biomedical funding agencies, including using eRA Commons and ASSIST.
Familiarity with UH and RCUH policies and procedures.
Experience using the Kuali Financial System (KFS), RCUH, and myGRANT.
Experience working with research regulatory bodies, including the Institutional Review Board (IRB) and the Institutional Animal Care and Use Committee (IACUC).
Experience with website development and/or management.
To Apply
Cover letter indicating how you satisfy the minimum and desirable qualifications
CV
Names and contact information of three (3) professional references
Official transcripts confirming degree completion (copies acceptable, however official transcripts sent directly from the degree granting institution required upon hire)
NOTE: Incomplete applications will not be considered.
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/
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Position Number: 97033T
Hiring Unit: C OF HLTH SCI & SCH OF MED, Cell and Molecular Biology
Location: Kakaako
Date Posted: October 14, 2025
Closing Date: October 28, 2025
Band: B
Salary: salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month Temporary/Permanent: Temporary
Duties and Responsibilities
Oversees the daily operations and provides primary administrative leadership of the National Institutes of Health/ Centers of Biomedical Research Excellence Award, "COBRE-Diabetes"; Maximizing Access to Research Careers, "MARC" at the University of Hawaii at Manoa Award; the JABSOM Histopathology Core and the Metabolic and Analytical Core SRRCs (Special Fund Research Recharge Centers).
Assists the leadership team with implementation of research program objectives, including but not limited to the coordination of annual internal and external reviews of cores and projects, which includes four (4) major research projects and multiple pilot projects annually.
Provides summaries of research core usage to assist with decision-making. Writes and prepares biannual reports and presentations for the biannual Advisory Committee meetings.
Uses effective planning, organizational, coordination, and directing skills to schedule and establish arrangements for various functions, including but not limited to day-long research retreats involving project investigators as well as clinical, behavioral, and basic science personnel, annual meetings of the transdisciplinary advisory committee, various conferences as required by the administered grants and contracts, inclusive of travel accommodations, and general conference coordination.
Advises and acts as a liaison between various private and federal funding agencies, UH System offices, RCUH system offices, JABSOM fiscal and human resources offices, individual principal investigators, and other internal and external entities in resolving issues/problems at all stages of a grant or contract from pre-award to award closeout.
Inputs, reviews, and approves human resources and fiscal transactions, including but not limited to eTimesheets, on behalf of or in the absence of the principal investigator (PI).
Prepares summary monthly, quarterly, and annual budgetary reports for fiscal oversight, including program forecasting, or more frequently when necessary.
Manage SRRC accounts. This includes accounts payable and receivable, and preparing annual SRRCreports.
Collaborates with potential future investigators, scientists, mentors, and other UH personnel. Provides information and guidance as appropriate.
Coordinates and facilitates strategic development of large proposals (multi-year, multi-investigator, and/or multi-entity). Works with participants and partners to ensure compliance with sponsoring agency requirements.
Analyzes funding agency Requests for Applications (RFAs) and identifies requirements to ensure compliant responses prior to submission of proposals (e.g., supplemental and administrative grant submissions).
Reviews materials related to RFAs and other solicitation guidelines and University policies, assuring that technical (non-scientific) and accounting elements meet agency requirements, budgets align with statements of work, costs are allowable under the OMB Uniform Guidance, and other applicable policies and cost-sharing commitments are attainable and have been approved by JABSOM department heads and administrators.
Prepares program budgets, including budget forecasting and justifications.
Directs the submission and management of non-competing and competing renewals for various grants and contracts, and submission of reports on such grants and contracts as required.
Reports to the PI, but also works independently to meet multiple program project deadlines, tasks, and demands under short time constraints.
Other duties as assigned.
*Denotes Essential Job Duties
Education and Professional Work Experience
Possession of a baccalaureate degree in Business Administration, Communication, Biomedical Science or related field and 5 year(s) of progressively responsible professional experience with responsibilities for research administration or related field; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
Knowledge, Skills and Abilities
Considerable working knowledge of principles, practices and techniques in the area of award and post-award activities related to grants and contracts 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 extramural grant funding.
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 and computer competence with Microsoft (MS) Word, Excel, PowerPoint, and other software for document and publication preparations and competence with at least one (1) statistical software package to generate tables and graphs for presentations.
If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
Supplemental Minimum Qualifications
Demonstrated ability to effectively interact with government agencies, academicians, clinicians, Deans, Department Chairs, basic and clinical research investigators at the University of Hawai`i (UH) and the Research Corporation of the UH (RCUH), and vendors.
Demonstrated ability to convey necessary information accurately and concisely, listen effectively, and ask pertinent questions. Conveys complex information in writing, telephone conversations, and direct interpersonal contacts.
Demonstrated ability in summarizing information and preparing reports using basic computer, statistical, and graphical methods.
Demonstrated ability in preparing reports, documents, and publications dealing with the scientific, administrative, or fiscal aspects of biomedical research.
Ability to interact and communicate (verbally, in written form, or electronically) respectfully and professionally with supervisors, co-workers, and others at all times.
Demonstrated ability to project a positive image in all interactions and reflect a commitment to building a supportive work environment and maintaining a positive attitude in the workplace.
Considerable working knowledge of project management and personnel oversight. Familiarity with fiscal and administrative issues related to biomedical research.
Familiarity with biomedical research terminology and general methodologies, and organizing National Institutes of Health (NIH) grant applications and reports.
Expertise in document and presentation preparation related to report and application preparation. Considerable working knowledge of academic research and evaluation practices.
Considerable working knowledge of academic budget development principles and practices. Ability to lift up to fifteen (15) pounds independently or without assistance.
Desirable Qualifications
Experience as a Research Program Coordinator or Project Administrator for research, academic, or business institution.
Experience assisting with proposal preparation to secure funding (e.g., hospital, University).
Experience in a sponsored projects office or business office handling pre- and post-award functions for extramurally funded grants and contracts.
Experience assisting with grant submissions to agencies such as the National Institutes of Health (NIH) and other biomedical funding agencies, including using eRA Commons and ASSIST.
Familiarity with UH and RCUH policies and procedures.
Experience using the Kuali Financial System (KFS), RCUH, and myGRANT.
Experience working with research regulatory bodies, including the Institutional Review Board (IRB) and the Institutional Animal Care and Use Committee (IACUC).
Experience with website development and/or management.
To Apply
Cover letter indicating how you satisfy the minimum and desirable qualifications
CV
Names and contact information of three (3) professional references
Official transcripts confirming degree completion (copies acceptable, however official transcripts sent directly from the degree granting institution required upon hire)
NOTE: Incomplete applications will not be considered.
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/
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