Casual Hire Administrative Officer

University of Hawaii•Honolulu, HI

1d•Onsite

About The Position

The Casual Hire Administrative Officer serves the Hawaiinuiakea School of Hawaiian Knowledge at the University of Hawaiʻi at Mānoa. The role manages fiscal and grant administration, including pre-award activities, account establishment and maintenance, budgeting and forecasting, procurement, personnel, disbursement, reporting, and closeout. It provides administrative staff support and guidance to higher-level personnel and organizational groups on complex work in a specialty area. The position supports project administration for state, federal, and extramural funds; prepares and reviews financial and personnel documentation; monitors compliance with University, government, and sponsor rules; and maintains relationships with internal and external stakeholders. It also coordinates personnel and payroll operations, supports grant applications and reporting, manages relevant system access, and provides fiscal compliance training as needed. This is a temporary, part-time appointment of up to 89 days, with hours not to exceed 19 per week. Casual Hire employees are not eligible for most benefits available to regular Board of Regents or Civil Service employees.

Requirements

Baccalaureate degree in business administration, accounting, finance, human resources, or a related field, and three years of progressively responsible professional experience in fiscal administration, including at least one year with fiscal signing authority; or an equivalent combination of education and professional experience.
Considerable working knowledge of accounting or finance principles, practices, techniques, concepts, and methodologies.
Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations, theories, and systems associated with accounting and finance.
Ability to resolve a wide range of complex problems using creative reasoning and logic to determine causes and effective, innovative, timely resolutions.
Ability to clearly and accurately interpret and present information and ideas in writing and verbally, and through 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, if applicable: ability to lead subordinates, manage work priorities and projects, and manage employee relations.

Nice To Haves

Functional knowledge of University and Research Corporation of the University of Hawaiʻi fiscal and personnel policies and procedures.
Experience with University online fiscal management systems (KFS, eThority, or JASPER), myGrant, Research Corporation fiscal and personnel systems, SECE, and STAR.
Ability to generate spreadsheet and database applications to meet reporting requirements.
Familiarity with Hawaiinuiakea School of Hawaiian Knowledge programs.

Responsibilities

Serve as Administrative Officer with procurement and purchasing authority of $25,000.
Manage fiscal and grants administration, including pre-award, account establishment and maintenance, budgeting and forecasting, procurement, personnel, disbursing, reporting, and closeout.
Provide administrative staff support and advisement to higher-level personnel and organizational groups on substantial, complex work in a specialty area.
Prepare appointment memos and responses to internal and external inquiries, legislative requests, and other pertinent documents.
Review the appropriateness of action memos prepared by the School and its programs.
Participate in project management and administration of state, federal, and extramural funds allocated to the School.
Prepare, audit, and approve financial and personnel transactions and documentation, ensuring compliance with University and applicable federal rules and regulations.
Reconcile fiscal documents monthly to track account balances.
Advise on effective and efficient fiscal and personnel methods for managing programs such as RCUH, ORS, and the UH Foundation.
Establish and implement internal procedures for preparing, processing, and monitoring fiscal and personnel documents in compliance with applicable rules, regulations, and policies.
Maintain effective working relationships with internal and external University stakeholders.
Coordinate personnel and payroll operations, develop and implement internal procedures, and make changes as required.
Prepare, review, and submit personnel and payroll documents, ensuring complete and accurate data input in accordance with University and state requirements.
Oversee effort certification and other reports required by funding agencies.
Work with the Lead Fiscal Administrator on physical inventory and compliance with state, University, federal, and sponsoring-agency requirements.
Manage departmental financial system access forms and monitor user access requirements.
Provide or conduct fiscal compliance training for Principal Investigators, managers, and administrative support staff as needed.
Provide administrative support to higher-level professionals managing programs, grants, or contracts.
Participate on special teams or committees and prepare plans, reports, and analyses.
Work with senior-level professionals on contract and grant applications, including preparing and monitoring applications and ensuring proposals meet grant criteria.
Maintain current knowledge of University, state, federal, and sponsoring-agency rules and regulations, and inform faculty and staff of policy and procedural changes requiring implementation.
Perform other duties as assigned.