Administrative Officer (0097580T)- Readvertisement

University of Hawaii•Honolulu, HI

12d•Onsite

About The Position

This position serves as the Program Administrator for the SMART Cables International Programme Office (SMART IPO). The role involves comprehensive programmatic management and coordination of administrative, fiscal, operational, travel, and human resources support. The Administrative Officer will advise principal investigators (PI), the Director of the IPO, and supervisors on project status, potential issues, policy changes, and project completion. This role requires independent resolution of operational and administrative/fiscal issues, management of grant awards and subawards, and preparation and analysis of project budgets. The position also involves coordinating pre-award and post-award activities, assisting with grant proposal submissions, advising on procurement and human resources policies, managing project personnel and inventory, and preparing summaries for bids and agreements. The Administrative Officer will also be responsible for auditing purchasing/expenditure/travel/personnel documents, maintaining organized records and the SMART IPO webpage, and coordinating meetings, conferences, workshops, and travel. Training will be provided for the specialty area.

Requirements

Possession of a baccalaureate degree in business administration, finance, accounting, public administration or related field and three (3) years of progressively responsible professional experience with responsibilities for research administration, fiscal management, and project coordination; 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 research administration and fiscal management 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 externally funded research programs.
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 spreadsheet and presentation software.
If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
Experience and working knowledge in policies and procedures, administrative rules and regulations in a public university setting.
Demonstrated ability to analyze, interpret and apply general administrative rules and regulations to a variety of work situations.
Ability to exercise judgment, tact, and discretion in applying and explaining policies and procedures.
Demonstrated ability to communicate effectively and professionally with supervisors, colleagues, and internal and external stakeholders, and to provide timely status updates on assigned tasks.
Proven ability to independently research and solve complex problems.
Experience coordinating meetings, workshops, conferences, and domestic and international travel.

Nice To Haves

Professional experience in an organized research unit in a higher education setting or a large multi-facet enterprise or equivalent organization.
Knowledge and working experience with UH and RCUH financial and human resource management and its related on-line systems or comparable database systems.
Knowledge and experience preparing extramural grant proposals and managing extramural grant awards.
Experience supporting externally funded research programs, including coordination of pre-award and post-award activities.
Experience providing administrative support in a scientific or research environment.
Experience coordinating or providing guidance to student assistants or temporary personnel.
Demonstrated ability to create resource materials, update as necessary, and distribute in a timely manner, including but not limited to guidebooks, resource lists, and website information.
Considerable working experience with UH information systems such as Kuali Financial System, eTravel, Banner, STAR, and SECE.

Responsibilities

Serves as the Program Administrator for the SMART Cables International Programme Office (SMART IPO) and provides comprehensive programmatic management and coordination of administrative, fiscal, operational, travel, and human resources support.
Advises the principal investigators (PI), Director of the IPO, and supervisors on the progress/status/condition of projects assigned, anticipated problems, major policy changes expected affecting the specialized area, completion of projects assigned, and solution options; tracks action items and supports leadership decision-making.
Provides advice, interpretations and makes effective recommendations, including the development of options and alternatives, regarding applicable policies, procedures and other administrative requirements to various PIs, research staff, and project personnel.
Independently resolves operational and/or administrative/fiscal issues in accordance with applicable policies and procedures.
Administers and manages grant awards and subawards to comply with agency guidelines in accordance with applicable laws, rules and regulations.
Prepares, analyzes, interprets, and reconciles project/program budget projections, expenditures, financial status, and cost analyses by monitoring/managing financial and personnel transactions; reports changes/discrepancies to project PIs.
Creates and maintains spreadsheets to monitor project spending and balances for various accounts and subawards and provides timely updates for the PI (i.e., budget status, reporting and fiscal deadlines, tracking of financial flows and achievement of timelines for grant deliverables, etc.).
Coordinates pre-award and post-award activities with UH, RCUH, and external partners.
Assists various PIs with preparation, editing, formatting, and submission of research grant proposals, research project scopes of work, project updates, progress reports, presentations, and official correspondence.
Advises PIs and research staff on appropriate guidelines/policies for procuring equipment, purchasing goods/services, and human resources.
Manages project personnel, onboarding, student assistants, and maintains equipment inventory.
Prepares and evaluates summaries of technical requests for bids, services, research contracts, consultant subcontracts, and agreements; monitors performance and payments.
Responsible for the preparation, review and audit of purchasing/expenditure/travel/personnel documents for programs/projects and ensures compliance with applicable regulations/practices.
Maintains organized records and repositories, including lists of publications, proposals, contact databases, email distribution lists, and other SMART IPO administrative records.
Manages the maintenance of the SMART IPO webpage and related administrative information resources.
Organizes and coordinates all aspects of project meetings, conferences, workshops, and domestic and international travel.
Receives training relative to policies and procedures of specialty area.
Other duties as assigned.