Administrative Officer (Office of Land & Ocean Conservation Futures, 0097410T)

University of Hawaii•Honolulu, HI

8d•Onsite

About The Position

This position serves as the Administrative Officer for the Office of Land & Ocean Conservation Futures (LOCF) within the Office of the Vice President for Research and Innovation (OVPRI). The role reports to the Senior Administrative Officer and provides comprehensive fiscal and administrative support. This includes budget analysis, preparation, purchasing, payments, travel, deposits, and management of p-Cards for both UH and RCUH financial systems, covering appropriated, extramural, and revolving funds. The position also offers full support for grants development and project management, assisting Principal Investigators with proposal development, writing, reviewing, and coordinating budget proposals for multi-agency submissions. The Administrative Officer advises directors, principal investigators, and staff on University policies, granting agency rules, and the financial status of programs, ensuring compliance with all applicable guidelines. Responsibilities include creating and maintaining tracking mechanisms for project spending and balances across multiple accounts and projects, providing regular updates to the PI. The role involves direct communication with vendors, contractors, and other departments to resolve procurement issues and respond to inquiries. In collaboration with directors, PIs, and HR, the position assists with personnel tasks such as recruitment requests and developing position descriptions, ensuring alignment with programmatic budgets. The Administrative Officer is responsible for ensuring compliance with all relevant regulations and policies, and for independently resolving operational, administrative, and fiscal issues. Additionally, the role includes conducting training for staff on proposal development, budget management, fiscal processing, and grant management for LOCF.

Requirements

Possession of a baccalaureate degree in Business Administration, Accounting or a related field and 3 year(s) of progressively responsible professional experience with responsibilities for financial and human resources management; 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 assigned financial, government accounting, and/or purchasing/contract management areas 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 financial or government accounting, purchasing/contracting management and payments.
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 and apply word processing and spreadsheet software.

Nice To Haves

Knowledge and experience with the UH and Research Corporation of the University of Hawaii (RCUH) Financial and Human Resources Management Systems.
Knowledge of the policies and procedures of UH, RCUH and UH Foundation.
Knowledge and experience with myGrant, grants.gov , and other similar grants submission portals.

Responsibilities

Serves as Administrative Officer for the Office of Land & Ocean Conservation Futures (LOCF) under Office of the Vice President for Research and Innovation (OVPRI), reporting to the Senior Administrative Officer.
Provides the full range of fiscal/administrative support including but not limited to budget analysis, preparation, purchasing, payments, travel, deposits, and p-Cards for both UH and RCUH financial systems for appropriated, extramural, and revolving funds.
Provides a full range of support for grants development and project management for LOCF including assisting Principal Investigator(s) with developing, writing, reviewing, and coordinating budget proposals for multi-agency submissions.
Advises directors, principal investigators, and staff on applicable University policies and procedures and granting agency rules and regulations, and on the financial condition of the program.
Ensures compliance with applicable University and sponsor guidelines.
Creates and maintains spreadsheets or other tracking mechanisms to monitor project spending and balances for multiple accounts, subawards, and projects, and provides timely updates for the PI as it relates to grant deliverables.
Works directly with vendors, contractors, other departments and external offices verbally and in writing to respond to inquiries, obtain pertinent documents, resolve procurement problems, and respond to central services offices questions regarding procurement.
In coordination with directors, principal investigators and human resources personnel, assists with personnel tasks including requests for recruitment, developing position descriptions, and ensuring positions are in line with programmatic budgets and requirements.
Ensures compliance with all relevant regulations, policies, procedures, and other guidelines applicable to financial, fiscal, and personnel matters, and advises the programs/offices on such matters.
Independently resolves operational and/or administrative/fiscal issues in accordance with applicable policies and procedures.
Conducts training for directors, PIs, and staff in proposal development, budget development, fiscal processing, and grant management for LOCF as needed.
Other duties as assigned.