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Institutional Support PBB, (Administrative Officer) (#79828T) Position Description

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

UH Hilo, Chancellor’s Office, full-time, temporary, revolving funds, to begin approximately April 2013, pending position clearance and availability of funds.


Serve as the Administrative Officer for extramural funds, RTRF, and state general funds under the direction of the Chancellor. Provide support for the Vice Chancellor for Research, deans, department chairs, and others in budget formulation, preparation of monthly and quarterly financial reports, and processing fiscal & personnel documents in a timely manner. Manage daily activities of university’s contracts and grants, e.g. formulation of budgets, preparation of financial reports, narrative and analysis, personnel matters, purchasing and compliance with UH, RCUH, State, Federal & other sponsors’ guidelines. Work with principal investigators in formulation of budgets, narrative preparation, reports and resolution of fiscal and personnel problems. Consult with UH Hilo & RCUH HR on personnel issues. Liaise between Principal Investigators and sponsors as necessary. Prepare and process all fiscal and personnel transactions within the University of Hawaiʻi, State of Hawaiʻi, Federal and other guidelines. Provide information and data to UH, state, federal and management auditors. Generate fiscal reports, analysis and narrative as needed. Provide fiscal and personnel support for state funds. Coordinate recruitment actions with RCUH HR, UH Hilo HR and/or EEO/AA. Consult with Chancellor, Vice Chancellor for Research, deans, department chairs, faculty and others in budget formulation, preparation of monthly and quarterly financial reports, and processing fiscal and personnel documents in a timely manner. Prepare and process requisitions, purchase orders, payment documents, inventory management forms, etc. for various extramural and RTRF accounts; process employment, student employment transactions, time sheets and monthly reports as required. Prepare administrative policy and directives relating to research administration for the Chancellor and Vice Chancellor for Research. Conduct periodic audits of award execution and develops accounting, reporting, and internal controls. Receive and disburse of extramural and RTRF funds and maintain records of all award financial transactions. Prepare and negotiate contract specifications for purchase of goods, services, leases. Provide direction and advice to the Chancellor, the Vice Chancellor for Research, and project investigators in negotiating contracts including risk management issues. Assist in reviewing and processing procurement actions to include reviewing documents for compliance, accuracy and completeness, and maintaining contract, lease and procurement files and status reports. Assist projects with questions related to on-line purchasing and procedures. Other duties as assigned.

Minimum Qualifications

Possession of a baccalaureate degree in Finance, Accounting, Business Administration or related field and 3 year(s) of progressively responsible professional experience with responsibilities for fiscal, accounting, contract and/or financial administration or management; or equivalent education/training or experience. Considerable working knowledge of principles, practices and techniques in the field of fiscal and financial 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 all aspects of financial 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. Any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

Desirable Qualifications

Experience in accounting or finance related to contract and/or grant administration. Experience in budget formulation and preparation and financial reporting, preferably in higher education. Experience working with senior management.

Pay Range

PBB, 3,541.00 / month minimum.

Applications (How to Apply)

A complete application must include: cover letter indicating how you satisfy the minimum and desirable qualifications, names and contact information (including email addresses) of at least three professional references, UH APT Application UH Form 64
, transcripts (copies are acceptable, however, official transcripts will be required prior to employment) and resume. All requested documents must be postmarked by the closing date and become the property of the university. APPLICATION ADDRESS: University of Hawaiʻi at Hilo, Office of Research, c/o Dr. Daniel Brown, 200 W Kawili St, Hilo HI 96720.

Inquiries (General)

Dr. Daniel Brown, phone: 808-974-7468 or email:

Please refer to position #79828T when making inquiries.

Application Deadline

Postmarked no later than February 8, 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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