Assistant MKSS Administrative Manager

Full time Regular Employment at Maunakea Shared Services

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Summary

Salary Range: $6667-$7500/mo. Assists the Administrative Manager with the administrative processes in Procurement Management, Human Resources and fiscal budget preparations and reports. Responsible for all MKSS purchases for all departments through the RCUH fiscal portal. Processes procurement actions for the department and follows State Procurement Guidelines, Research Corporation of the University of Hawaii Guidelines and University of Hawaii administrative rules concerning purchases, agreements and contracts. Inlcudes routine purchase orders, and complex Requests for Quotes (RFQ), Requests for Proposals (RFP), Invitation for Bid (IFB) for construction contracts, employee/independent contractor processing, equipment and new vehicle requests & purchases or leases, petty cash custodian and credit card administrator. Authorizes payments to vendors with proper documentation of receipt of goods. Records and or approves accounts payable (vendor invoices) in specialized accounting software including payments made to vendors. Assists in the development, review and submission to ORS annual revolving account request for MKSS budget. Works closely with Fiscal Specialist, Administrative Manager and PI to check for accuracy and projections. Performs HR responsibilities as a Supervisory authority. Processes HR Portal transactions,including eTimesheets on behalf or in the absence of the PI with the PIʻs concurrence. Writes position descriptions, interview questions, recommends salary range, serves on selection committees. Assists with coordinating performance reviews with managers, uploads documents; processes benefit selections and paperwork. Designs, controls and distributes various internal forms. Onboards new employees, requests RCUH training portal access and reviews for training completion.

Requirements

Bachelor's Degree from accredited 4-yr college or university in Business Management, Accounting, Human Resources, or related field. Three to five (3-5) years of experience in Procurement, writing agreements and bid packages. Analysis of costs and project management. Accounts payable and/or accounting experience. Experience as a State Procurement Officer (SPO) or ability to become a delegated SPO. Experience with Human Resources including recruitment, employment, payroll and benefits. Experience preparing budgets and financial reports, reconciling to actual expenses. At least one (1) year of supervisory experience.

Additional Information

Proficient ability write and edit agreements, contracts procurement support and justifications. Able to use Microsoft Office programs, accounting programs and Adobe Pro. Strong analytical ability. Able to determine financial costs and justifications. Compare quotes and proposals. Able to write recruitments, conduct interviews, selections and onboarding. Able to supervise HR Fiscal Associate and student. Teamwork skills. Strong communication skills both written and verbal with staff, managers, observatories, vendors and preparing agreements, contracts, memos, etc. Ability to drive state vehicles for errands and to Halepohaku. Must possess a valid Driver’s license and clean abstract. Post Offer/Employment Condition: Must be able to pass a post offer criminal background check. Must complete the online Hazard Communication training immediately after hire or no later than employee’s initial exposure to hazardous chemicals. Must be able to complete the UH Information Security Awareness Training (ISAT) within two (2) weeks from date of hire, and re-certify every twelve (12) months.

About Maunakea Shared Services

Maunakea Shared Services (MKSS) provides operational and logistical support for shared services to all observatories and the facilities at Halepōhaku. MKSS operates the Visitor Information Station at the 9300 ft. elevation, provides free stargazing, Hawaiian cultural and scientific programs to the public. MKSS supports the ranger services under the direction of the Center for Maunakea Stewardship.