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Institutional Support PBB, (Administrative Officer/Imiloa Administrative Service Officer)(READVERTISEMENT) (#78879) Position Description

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

UH Hilo, ‘Imiloa Astronomy Center, general funds, full-time, permanent, to begin approximately October 2013, pending position clearance and availability of funding.


Oversees and manages the fiscal and human resources functions of the Imiloa Astronomy Center, including the General, Special, Revolving, Extramural and UH Foundation funds. Prepares, analyzes, and interprets ‘Imiloa’s financial condition; monitors the fiscal reports and records and reports any significant changes to the Director. Manages and coordinates extramural funds, including preparing financial reports, analysis & narratives; coordinating human resources matters; purchasing; cost sharing; certifying FTE; complying with UH, RCUH, State, Federal and other sponsor guidelines. Reviews and processes fiscal and other documents including but not limited to requisitions, disbursement vouchers, travel requests/completions, contract documents, lease agreements, etc. Assists in the preparation and negotiation of contract specifications for purchases of goods, services, and leases. Coordinates with the appropriate UH Hilo and UH System offices to ensure compliance with the University’s policies and procedures. Prepares requisitions, invitations to bid, bid specifications, technical specifications, or requests for quotations for department and contract work related to building, equipment, and exhibit maintenance. Executes approved budget allocations. Prepares the quarterly expenditures plans and develops the quarterly variance reports. Assists and coordinates with the UH Hilo Business Office in year-end adjusting and closing entries. Reviews and processes human resources transactions related to immigration, hiring, continuation, employee benefits and termination of employees for both the UH and RCUH system. Prepares and reviews SF-1s, classification forms, and position descriptions for appropriate duties, responsibilities, qualifications, and classification. Submits to UH Hilo HR and tracks progress through the system. Reviews and approves and/or enters from employee-generated time cards all leave requests. Analyzes gift-shop merchandise sales by thorough research of sales, costs, operations, vendor programs and inventories and net income data for trends; prepares reports of findings; recommends actions based on results of work. Ensures compliance with applicable laws, regulations, policies, procedures and other guidelines applicable to financial, fiscal, and human resources matters. Keeps abreast of changes and advises the Director. Trains and supports departmental staff on the various fiscal and personnel systems. Monitors inventory transactions. Prepares year-end inventory reports. Supervises the fiscal, visitor services support staff, and auxiliary staff; ensures they are current with applicable laws, regulations, policies, procedures and other guidelines applicable to financial, fiscal, and human resources matters. Models and maintains professional and collegial relationships with ‘Imiloa staff, volunteers, visitors, students, other UH staff etc. Manages and oversees the fiscal operations of ‘Imiloa University of Hawaiʻi Foundation (UHF) accounts. Performs financial functions for Gift Shop to include coordinating inventory ordering, reconciling receipts with back end information, managing inventory levels, etc. Coordinates audits of 'Imiloa activities: interacts with internal and external auditors; provides requested information; responds to inquiries; drafts, or coordinates the drafting of, responses to findings; etc. In the absence of the executive director, serves as director in charge with signing authority and emergency response authority over ‘Imiloa. Other duties as assigned.

Minimum Qualifications

Possession of a baccalaureate degree in Business, Human Resources, Public Administration or related field and 3 year(s) of progressively responsible professional experience with responsibilities for management support w/ familiarity of financial & fiscal reporting, procurement, negotiating & administering contracts, audit process, internal controls, and/or related government regulations; or equivalent education/training or experience. Considerable working knowledge of principles, practices and techniques in the assigned specialty area of human resources, budget, and fiscal management 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 human resources, budget, and fiscal management. 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 software. For supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations. For supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations. Any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated. Strong organizational skills, attention to detail, and the ability to recommend and implement fiscal organization and management. Able to meet critical deadlines, think independently, work effectively within a team, remain flexible to ongoing changes resulting from the nature of the department/WAQ; proficient in multitasking.

Desirable Qualifications

Knowledge of UH and RCUH policies and procedures. ORS Grants and Contracts Certification. Familiar with human resources software. Fluent in the Hawaiian language.

Pay Range

Pay Band B, $3,541/mo. minimum

Applications (How to Apply)

A complete application must include: A letter of application detailing how you satisfy the minimum and desirable qualifications; APT application UH Form 64; resume; the names and addresses, email and telephone numbers of three (3) professional references; transcript(s) showing degrees and course work appropriate to the position (copies are acceptable, however original official transcripts will be required prior to employment). All minimum qualifications must be met by the closing date. All requested documents/information must be postmarked by the closing date and become the property of the University. Failure to submit all requested documents/information shall deem an application to be incomplete and will not be considered. Send to: ‘Imiloa Selection Committee, c/o ‘Imiloa Executive Assistant, 200 W. Kāwili St., Hilo, HI 96720-4091. Electronic submissions will be accepted at Please indicate “Position 78879” in subject line

Inquiries (General)

Leilani Lindsey-Ka‘apuni,

Please refer to position #78879 when making inquiries.

Application Deadline

Postmarked no later than August 12, 2013

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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