EAO/JCMT Head of Administration

Full time Regular Employment at East Asian Observatory JCMT

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Summary

The East Asian Observatory embraces diversity and equal opportunity. We are committed to creating a team that welcomes different backgrounds, perspectives, experience and skills. A diverse team works better, and we commit to making a working environment in which everyone feels empowered.

Job Summary:

Regular, Full-Time position with the East Asian Observatory (EAO), located in Hilo, Hawaii. Continuation of employment is dependent upon program/operational needs, satisfactory work performance, availability of funds, and compliance with applicable Federal/State laws.

This is a Senior administrative position and the postholder reports to the President EAO and leads the EAO’s Administration Division including its reorganization, which provides all the administrative support for the EAO and covers the range of activity that can usually be found within the finance and human resources functions of a public sector organization. The postholder is required to act as Designated Official in the off-island absence of the President EAO, and during such times is required to deal with any situation including any emergencies arising. Required to drive themselves, ride with others and possibly drive others to the James Clerk Maxwell Telescope (JCMT) and other locations in the community.

Level of Interaction: The success of the EAO depends on its ability to attract, retain and motivate a highly-skilled scientific, engineering and technical, and administrative workforce, and strategic management of human resources is therefore of particular importance. The postholder must also interact effectively and professionally with a wide range of people within the EAO, collaborators with the EAO, and in the local community. Planned site visits to the JCMT will be carried out at the summit of Maunakea at 14,000 feet elevation, and may be required to drive themselves, ride with others and possibly drive others to the JCMT.

Required to work effectively with little supervision. Good communicator with problem solving skills appropriate to the job; able to work as part of a team. Interacts and communicates (verbally, in written form or electronically) respectfully and professionally with supervisors, coworkers and others at all times.

As a condition of employment, employees will be subject to all applicable EAO policies and procedures. Violation of EAO’s policies and/or procedures or applicable State or Federal laws and/or regulations may lead to disciplinary action (including, but not limited to possible termination of employment, personal fines, civil and/or criminal penalties, etc.).

Requirements

Primary Qualifications:

Education/Training: Bachelor's Degree from an accredited four (4) year college or university in Business Administration or related field, or an equivalent combination of training and experience.

Experience: At least seven (7) years experience at management level including effective staff management. At least five (5) years of experience supporting accounts payable, accounts receivable, and purchasing. At least two (2) years of experience in line management including annual performance reporting, training, and disciplinary matters. Experience with change management. Experience in working in a multi-cultural environment. Relevant experience in the finance area.

Knowledge: Significant experience in public sector administration including a sound understanding of the key principles of financial planning and control, risk management and mitigation. Knowledge of accounting principles, including accruals and management accounting requirements. Knowledge of Oracle based accounting systems, Accounts Payable, Cash Management and Project Accounting modules.

Abilities and Skills: The ability to command the respect of peers and colleagues and to maintain a calm composure at all times. The ability to interact effectively with multi-disciplined staff at all levels in a multi-cultural environment. The ability to apply policies and procedures effectively within a small- to medium-sized organization, to make sound decisions under the pressure of tight deadlines, and to display good judgment. Excellent organizational and communication skills; the ability to produce clear and concise written work and to communicate effectively in a range of media, i.e., electronically, by phone, videoconference or face-to-face. The ability to use a range of administrative software such as word processing, spreadsheets and presentation packages.

Proficiency with computerized accounting packages for both Financial and Management Accounting, word processing software (Microsoft Word) and spreadsheet software (Microsoft Excel). Ability to clearly convey, both orally and in writing, financial requirements and procedures to all levels of staff. Ability to clearly explain financial issues with international partners. Proven ability to interact effectively and deal tactfully with others.

Must possess a valid driver’s license and maintain throughout the duration of employment. Must be able to drive a 4-wheel drive vehicle (or be able to drive these vehicles following appropriate training). If personal vehicle will be used for business purpose: Must possess proof of personal vehicle insurance and maintain throughout the duration of employment. Must also provide the EAO Human Resources Department with driver’s license information and keep current throughout the duration of employment. Failure to meet this requirement or falsification of documents may result in disciplinary action including and up to termination of employment.

Additional Information

See full position description on the East Asian Observatory website: EAO

How to Apply:

Please submit in writing the following to be considered for this position: Resume/CV, Cover Letter, at least (2) two Supervisory References, and Degree(s) and/or Certificate(s) to meet the Education/Training requirements.

Send relevant documents to Susan O’Neal, HR Associate by email to careers@eaobservatory.org. If you do not have access to email, please fax your documents to the EAO at (808) 961-6516. Any enquiries about the position itself can be addressed to Dr. Geoffrey Bower at g.bower@eaobservatory.org. Both can be reached by phone at (808) 961-3756.

About East Asian Observatory JCMT