Administrative Officer (Office of the Dean) 0080187

University of Hawaii•Honolulu, HI

1d•Onsite

About The Position

This position works closely with the Chief Administrative Officer (CAO) in the administration of the financial resources, services, and systems of the School of Nursing and Dental Hygiene (SONDH). The role involves collaboration with the Dean, Associate Dean(s), HSCN Director, and heads of departments to ensure accurate and timely compliance with University policies and procedures, and state and federal rules and regulations. The Administrative Officer prepares, implements, analyzes, and evaluates annual budget projections and expenditure plans. They monitor, analyze, and interpret the department's financial condition, preparing financial reports for the CAO. This role also involves certifying funding availability and the propriety of expenditures on all documents initiated against organizational funds, including general, federal, private, revolving, and other funding sources. The Administrative Officer signs or approves transactions up to $15,000, or as designated by the CAO, subject to the Dean's approval. They initiate, process, review, maintain, reconcile, and audit fiscal transaction reports, requests, journals, and records in accordance with federal, state, UH, and UHF requirements, identifying and resolving discrepancies and preparing adjustments/corrections. The position processes and monitors contracts and grants, including personnel, purchasing, and disbursements, maintaining accurate and timely records and producing regular reports on the financial status of various fund sources. Staff support is provided to principal investigators in the review, preparation, analysis, solicitation, evaluation, and negotiation of moderately difficult and complex contracts and modifications. The Administrative Officer serves as an alternate fiscal authority for SONDH and is responsible for managing the day-to-day operations of SONDH's administrative offices in the absence of the CAO. They perform administrative services for the department, including preparing, processing, and pre-auditing fiscal-related documents such as requisitions, purchase orders, payments, reimbursements, travel, inventory, purchasing card (PCard) transactions, interdepartmental orders, and deposits for various funds to ensure appropriateness, propriety, and compliance with applicable laws, policies, procedures, rules, and regulations. The role administers the PCard program, including setup and closure of accounts, and reconciling and auditing monthly purchases. They track and follow up with PCard holders regarding outstanding/delinquent Procurement Card Document (PCDO) or supporting documents. The Administrative Officer serves as the primary department coordinator for the School's PCard Program with OPM and is the point of contact for SONDH employees regarding the School's PCard program. They prepare internal and external correspondence, reports, budget justifications, and summaries, including charts, tables, and graphics. The position reviews, develops, and recommends administrative guidelines and procedures, and changes in work systems for effective and efficient service delivery. Technical advice, interpretations, and recommendations are provided on matters including financial, purchasing, and property management. Operational and administrative concerns/problems are resolved in accordance with applicable policies, procedures, rules, and regulations. The Administrative Officer ensures all concerned offices and team members are updated on projects and policy changes by actively soliciting, receiving, and providing clear, accurate, and timely feedback. They work with HR in processing personnel/payroll-related transactions, such as posting and/or approval of time sheets, generating payroll notification forms related to account changes or funding redistribution, in accordance with UH and RCUH policies, procedures, and deadlines. The role serves as the primary point of contact for RCUH-related personnel transactions for assigned departments. Information and guidance are provided to faculty/staff in the interpretation of UH personnel or administrative policies and procedures, bargaining unit contracts, and other applicable State and Federal rules and regulations. The Administrative Officer also serves as the School's designated building coordinator for facility-related requests and activities and works with the CAO and HR in identifying best practices or issues/problems involving employees. Other duties as assigned are also part of this role.

Requirements

Possession of a baccalaureate degree in Business Administration or related field and 3 year(s) of progressively responsible professional experience with responsibilities for financial management, cost accounting, contracts/grants management and/or personnel 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 financial management, cost accounting, contracts/grants management and/or personnel administration.
Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and systems associated with financial management, cost accounting, contracts/grants management and/or personnel administration.
Demonstrated ability to resolve wide ranging complex problems through the use of creative reasoning and logic.
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 and apply word processing software.
Demonstrated ability to exercise judgment, tact, patience and discretion in applying and explaining policies and procedures.
Demonstrated competence in customer service by providing helpful, courteous, accessible, responsive, and knowledgeable service to internal and external customers.
Demonstrated ability in written and oral communications, exercising tact, diplomacy, and good judgment in relations with others.
Demonstrated ability to analyze, interpret and apply fiscal, personnel and general administrative rules and regulations to a variety of work situations.
Demonstrated ability in establishing and maintaining rapport with faculty, staff, federal administrators and the general public.

Nice To Haves

Master's degree in Business Administration.
Considerable knowledge of UH and RCUH policies and procedures.
Familiarity with UH and/or RCUH Human Resources Information Systems.
Knowledge of Kuali Financial System (KFS).
Extensive experience with federal regulations pertaining to administering federal grants, contracts, and cooperative agreements and with applicable state regulations.

Responsibilities

Works closely with the Chief Administrative Officer (CAO) in the administration of the financial resources, services, and systems of the SONDH.
Prepares, implements, analyzes, and evaluates annual budget projections and expenditure plans.
Monitors, analyzes, and interprets the department's financial condition and prepares financial reports.
Certifies funding availability and propriety of expenditure on all documents initiated against organizational funds.
Initiates, processes, reviews, maintains, reconciles, and audits fiscal transaction reports, requests, journals, and records.
Processes and monitors contracts and grants, including personnel, purchasing, and disbursements.
Provides staff support to principal investigators in the review, preparation, analysis, solicitation, evaluation, and negotiation of contracts and modifications.
Serves as an alternate fiscal authority for SONDH and manages the day-to-day operations of SONDH's administrative offices in the absence of the CAO.
Performs administrative services for the department, including processing fiscal-related documents.
Administers the PCard program of assigned units.
Prepares internal and external correspondence, reports, budget justifications, and summaries.
Reviews, develops, and recommends administrative guidelines and procedures, and changes in work systems.
Provides technical advice, interpretations, and/or makes effective recommendations on financial, purchasing, and property management matters.
Resolves operational and administrative concerns/problems.
Ensures all concerned offices and team members are updated on projects and policy changes.
Works with HR in processing personnel/payroll-related transactions.
Serves as the primary point of contact for RCUH-related personnel transactions for assigned departments.
Provides information and guidance to faculty/staff in the interpretation of UH personnel or administrative policies and procedures, bargaining unit contracts, and other applicable rules and regulations.
Serve as the School's designated building coordinator for facility related requests and activities.
Works with CAO and HR in identifying best practices and/or issues/problems involving employees.
Other Duties As Assigned.