Administrative Officer, Senior (casual)

University of Hawaii•Queen's Medical Center - Honolulu, HI

1d•Onsite

About The Position

The Senior Administrative Officer serves the Department of Medicine (DOM) at the John A. Burns School of Medicine, overseeing administrative, financial, operational, and personnel functions. The role advises the Department Chair on strategic, financial, operational, and organizational matters; contributes to strategic planning; develops and manages budgets; and provides financial analysis and position oversight that inform departmental priorities, resource allocation, policy, and program development. The position manages pre-award administration for complex federal and clinical research grants, including budget development, administrative compliance, and electronic submissions through myGRANT to the Office of Research Services. It oversees staff and personnel processes, supports a respectful and accountable workplace, and ensures faculty and staff are trained in University policies, fiscal procedures, compliance requirements, and operational systems. The role develops financial models, funding strategies, reporting systems, and workflows to improve performance tracking, internal controls, transparency, and compliance. It supports medical education, research infrastructure, and clinical learning environments; plans resources for program growth, faculty recruitment, and research expansion; and leads complex, multi-year planning for department-wide operations, accreditation, and cross-site programs. The officer also stewards departmental resources, maintains compliance, and coordinates with JABSOM leadership, health-system partners, external agencies, and faculty to resolve complex funding, payroll, human resources, and operational issues. Other duties may be assigned.

Requirements

Bachelor’s degree in Business Administration, Public Administration, Healthcare Administration, or a related field, and six years of progressively responsible professional experience in administrative management, leading and directing multifunctional teams, financial analysis and reporting with KPIs, strategic planning, compensation models, and academic medicine; or an equivalent combination of education and professional experience.
Considerable working knowledge of financial management and planning principles, practices, techniques, concepts, and methodologies.
Considerable working knowledge of applicable federal and state laws, rules, regulations, and systems related to complex administrative functions, financial and operational systems, personnel administration, and academic medicine accreditation.
Ability to resolve wide-ranging complex problems through creative reasoning and logic, identifying causes and effective, innovative, timely solutions.
Ability to communicate clearly and accurately in writing and verbally, including preparing reports and other materials.
Ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders, team members, and individuals.
Ability to operate a personal computer and use word-processing software.
For supervisory work, ability to lead subordinates, manage work priorities and projects, and manage employee relations.
Experience managing multidisciplinary personnel performing complex duties at varied levels of expertise.
Knowledge and experience overseeing budget development, financial planning, procurement, contract administration, and operational policy implementation in a healthcare or academic environment.
Strong record of building collaborative relationships with physicians, faculty, executive leadership, and external partners.
Ability to produce executive reports, strategic reports, presentations, and decision-support materials.
Experience developing and revising policies and workflows.
Strong knowledge of risk management, internal controls, records management, and organizational compliance frameworks.
Commitment to ethical governance, regulatory compliance, and consistent application of organizational policies.
Diplomacy in managing and resolving personnel matters while fostering respect, accountability, safety, and institutional integrity.

Nice To Haves

Master’s degree in business administration or a related field.
10 or more years of director-level administrative leadership, including oversight of department-wide operations, strategic planning, and organizational transformation initiatives.
Proven experience managing complex organizational operations, workflow redesign, and large cross-organizational teams with varied technical and administrative skill levels.
At least five years of experience managing budgets exceeding $3 million, including forecasting, financial modeling, and long-range resource planning.
Knowledge of accreditation councils and committee guidelines, including LCME, ACGME, and ACCME.
Working knowledge of University of Hawai‘i financial systems, UH Foundation, and/or Research Corporation of the University of Hawai‘i online systems.
Experience with complex government, state, and University funds, including General, Special, extramural, and revolving account funds.

Responsibilities

Oversee the Department of Medicine’s administrative, financial, operational, and personnel functions.
Advise the Department Chair on strategic, financial, operational, and organizational matters.
Participate in strategic planning, develop and manage budgets, and provide financial analysis and position oversight.
Produce financial analyses, reports, forecasts, and strategic recommendations that inform policy, resource allocation, and program development.
Manage pre-award administration for complex federal and clinical research grants, including budget formulation, compliance, and electronic submissions through myGRANT to the Office of Research Services.
Manage professional associates and administrative support staff, including assigning, monitoring, evaluating, coaching, and mentoring staff.
Ensure staff and faculty receive training in University policies, fiscal procedures, compliance requirements, and operational systems.
Develop and oversee extramural and endowment account budgets and ensure compliance across administrative domains.
Develop financial models, processes, reporting systems, and workflows that improve KPI tracking, internal controls, transparency, operational efficiency, and donor and program compliance.
Design financial models, funding strategies, and resource allocation methods to support program growth, faculty recruitment, and research expansion.
Lead multi-year budget planning for department-wide operations, accreditation, and cross-site systems and programs.
Ensure effective stewardship of departmental resources, operational compliance, and strategic planning aligned with the mission of JABSOM and the Department of Medicine.
Coordinate with JABSOM leadership, health-system partners, external agencies, and faculty to resolve funding, payroll, human resources, and operational issues.
Perform other duties as assigned.