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INSTITUTIONAL SUPPORT PBA, (Administrative Officer) (#79670) Position Description

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The application collection portion of the recruitment for this position vacancy has concluded.

University of Hawaiʻi at Hilo, College of Business and Economics (CoBE), permanent, full-time, general funds, position to begin January, 2013, pending position clearance and availability of funds.


Prepare monthly, quarterly, and annual budget reports; prepare budget documents; review, analyze, evaluate and develop short-and long-range operating budget proposals, requests, and expenditure plans. Maintain and monitor internal accounting and fiscal records for general funds, special funds, external funds and Foundation funds. Ensure that the College has financial resources to meet its goals and priorities: anticipate spending trends and adjust budget accordingly; manage resources; monitor expenditures and encumbrances, correct irregularities and report them to the Dean. Reconcile monthly program expenditures with University-generated reports; oversee and account for resources. Complete, review, maintain, reconcile and audit fiscal transaction reports, forms, requests, and records in accordance with Federal, State and University requirements. Assist in preparation of special reports, project proposals, and analysis of program activities utilizing program data and information. Submit financial and fiscal reports to CoBE Dean or UH Vice Chancellor for Academic Affairs Office upon request. Interpret and advise on fiscal matters including development of options/alternatives and recommendations on budget policies, procedures, strategic fund transfers, and instructions. Assist Dean in planning and budgeting for various program activities. Prepare personnel documents; monitor, prepare and submit payroll documents; arrange for travel authorizations and reimbursements; research and purchase supplies, equipment, and services; maintain and safeguard fiscal and personnel records and files. Investigate and prepare justifications for administrative, fiscal and personnel actions in compliance with regulations. Prepare and issue purchase orders, requisitions, invitations to bid, generate bid specifications, technical specifications, or requests for quotations. Advise on procurement policies, procedures and requirements and assist members to refine procurement and travel requests while ensuring compliance with state administrative and contractual requirements. Advise the Dean of the progress of projects assigned, anticipated problems, and of major process or policy changes which may affect college operations. Provide a full range of administrative support services to areas within the College that operate under resource constraints or require fiscal problem resolution. Maintain open communication and liaison relationships with UH Hilo's Budget office, HR office, VC for Administrative Affairs office, & other UH Hilo administrative staff for guidance as needed regarding complex fiscal, personnel and related matters. Recommend changes to program policies and standard operating procedures to improve operations and achieve the most efficient and effective service. Maintain and periodically update the college and departmental web sites. Other duties as assigned.

Minimum Qualifications

Possession of a baccalaureate degree in business management and/or accounting or related field and I year of progressively responsible professional experience with responsibilities for practices and techniques of modern business management in a business office setting; or equivalent education/training or experience. Functional knowledge of principles, practices and techniques in institutional accounting and purchasing procedures demonstrated by knowledge, understanding and ability to apply concepts, terminology; functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with fiscal and budget management; demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the fiscal and budget management field; demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations; demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members and individuals; demonstrated ability to operate a personal computer and apply word processing software; demonstrated knowledge and experience using Microsoft Office Excel and Access software; functional knowledge of principles, practices and techniques in management support with familiarity of financial and fiscal reporting, procurement, audit processes, internal controls, and/or related government regulations; demonstrated ability to recognize problems, identify possible causes, and resolve the full range of problems that may commonly occur in the area of administrative support. Any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

Desirable Qualifications

One year of successful office experience in a higher education institution setting, including accounting, purchasing, personnel, and record keeping. Demonstrated ability to plan, organize, and direct the administrative business of an active office setting. Demonstrated ability to prepare, implement, monitor, and safeguard budgets, payroll, personnel, purchasing, equipment, contracts, and other financial records. One year of experience managing multiple state and/or federal budgets in a business office setting. Demonstrated knowledge of database management, data mining software, financial systems, and spreadsheets. Demonstrated ability to interpret and present information and ideas.

Pay Range

PBA, $2,904/month minimum.

Applications (How to Apply)

A complete application must include: 1) cover letter indicating how the candidate satisfies the minimum and desirable qualifications, 2) names and contact information (including e-mail addresses) of at least three professional references, 3) completed UH APT application UH Form 64, 4) resume, and 5) official transcripts. Transcript copies are accepted, but official originals are required upon hire. All requested documents must be postmarked by the closing date. Application address: College of Business and Economics Admin Services Officer Search Committee, c/o Lisa Mendoza, Search Committee Secretary, College of Business and Economics, University of Hawaiʻi at Hilo, 200 West Kawili Street, Hilo, HI 96720 or electronically to Electronic applications are encouraged.

Inquiries (General)

Dr. H.W. Hennessey, 808-974-7400,

Please refer to position #79670 when making inquiries.

Application Deadline

November 30, 2012.

Important Information

The official advertisement can be found at Work At UH.

The University of Hawaiʻi is an equal opportunity/affirmative action institution and is committed to a policy of nondiscrimination on the basis of race, sex, gender identity and expression, age, religion, color, national origin, ancestry, citizenship, disability, genetic information, marital status, breastfeeding, income assignment for child support, arrest and court record (except as permissible under State law), sexual orientation, domestic or sexual violence victim status, national guard absence, or status as a covered veteran.

Individuals with disabilities who need a reasonable accommodation for the application or hiring process are encouraged to contact the EEO/AA coordinator(s) for the respective campus.

Employment is contingent on satisfying employment eligibility verification requirements of the Immigration Reform and Control Act of 1986; reference checks of previous employers; and for certain positions, criminal history record checks.

In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, annual campus crime statistics for the University of Hawaiʻi may be viewed at the U.S. Department of Education’s Campus Safety and Security Data Analysis Cutting Tool, or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office.

In accordance with Article 10A of the unit 08 collective bargaining agreement, bargaining unit members receive priority consideration for APT job vacancies. As a result, external or non BU 08 applicants may not be considered for some APT vacancies. BU 08 members with re-employment rights or priority status are responsible for informing the hiring unit of their status.

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