Administrative Officer (0096810T)

Description

Title: Administrative Officer
Position Number: 0096810T
Hiring Unit: C OF SOC SCI, URB & REG PLAN DEPT, URB & REG PLAN DEPT
Location: UH at Manoa
Date Posted: 03/24/2026
Closing Date: 04/09/2026
Band: B
Salary: salary schedules and placement information
Full Time/Part Time: Full-time
Temporary/Permanent: Temporary

Duties and Responsibilities:

1. *Serves as an Administrative Officer for the UH National Disaster Preparedness Training Center (NDPTC) of the Social Science Research Institute.
2. *Serves on the program/project management team and provides guidance for administrative matters.
3. *Provides administrative leadership over fiscal, human resources, procurement, and compliance functions, including but not limited to, budgeting, financial reporting, procurement, travel, contracts, subawards, and inventory.
4. *Supports Sr. Administrative Officer with development, management, and forecasting of complex, multi-source budgets for NDPTC and other Principal Investigator (PI)-directed projects.
5. *Supports Sr. Administrative Officer with project status and close out reports (fiscal and programmatic) and ensure compliance to award requirements and deliverables
6. *Serves as a central point of contact for daily operations and communications.
7. *Manages core personnel operations, including supporting recruitment activities, coordinating onboarding processes, reviewing and approving timesheets and leave requests, conducting employee performance evaluations, and ensuring adherence to guidelines and organizational policies.
8. *Resolves operational and administrative matters in accordance with current policies, procedures and directives.
9. *Advises NDPTC Directors/PIs on administrative risks and solutions. Provides technical and administrative advice, interpretations, and/or makes effective recommendations regarding applicable policies, procedures and other administrative requirements to the project staff and PI.
10. *Ensures a professional, effective, and efficient work environment by developing and maintaining effective administrative workflows and Standard Operating Procedures for communication, scheduling, filing, and electronic document tracking.
11. *Coordinates meetings sponsored by NDPTC by scheduling, planning, and overseeing logistical arrangements and supports the Center with larger special events.
12. *Works with both UH and Research Corporation of the University of Hawaii (RCUH) fiscal and human resources staff to meet program needs/requirements.
13. *Keeps abreast of changes in applicable administrative and fiscal policies and procedures.
14. *Ensures compliance with applicable laws, regulations, policies, procedures and other guidelines.\
15. *Supervises and trains staff and student workers in the overall NDPTC operations, workflow, processing of financial documents, and other tasks as needed.
16. Other duties as assigned.

1. Possession of a baccalaureate degree in Arts and Sciences, Business Administration, or related field and 3 year(s) of progressively responsible professional experience with responsibilities for administrative services, human resources, fiscal administration, budget, and/or extramural funding administration; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
2. Considerable working knowledge of principles, practices and techniques in the area of project management, fiscal operations, personnel procedures, and/or extramural funding administration as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.
3. Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with project management, fiscal operations, personnel procedures, and/or extramural funding administration.
4. 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.
5. Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.
6. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
7. Demonstrated ability to operate a personal computer, apply word processing software and spreadsheet software.
8. If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
9. Demonstrated strong communication, problem-solving, and leadership skills.
10. Demonstrated ability to foster a team-oriented environment with a group of individuals with varied backgrounds.
11. Demonstrated customer service skills.
12. Ability to follow oral and written instructions.

1. Knowledge of UH, RCUH, and UH Foundation applicable laws, administrative rules, policies, procedures, and practices.
2. Master's Degree in Business Administration or related field
3. Experience in higher education administration, particularly within research institutes, federally funded centers or university-based training programs.
4. Demonstrated success managing large-scale, federally funded grants or contracts, including Department of Homeland Security (DHS)/Federal Emergency Management Agency (FEMA), National Science Foundation (NSF), National Institutes of Health (NIH) or Department of Defense (DoD) awards.
5. Familiarity with emergency management, disaster preparedness, or homeland security programs, especially within training, research, and/or community engagement contexts.
6. Experience in planning and organizing national and local conferences and events.
7. Demonstrated excellent interpersonal and organizational skills.
8. Demonstrated success mentoring and developing administrative teams, including fostering a culture of continuous improvement and high performance.

1. Cover letter indicating how you satisfy the minimum and desirable qualifications,
2. Resume,
3. Names and contact information (telephone number and email addresses) for at least three professional references, and
4. official transcripts (copies accepted, however official transcripts will be required upon hire).

EEO, Clery Act, ADA

The University of Hawai'i is an Equal Opportunity Institution and is committed to a policy of nondiscrimination in employment, including on the basis of veteran and disability status. For more information, visit: https://www.hawaii.edu/offices/eeo/policies/

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 Hawai'i may be viewed at: https://www.hawaii.edu/titleix/help/campus-security/, or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office.

In accordance with Article 10 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.

Accommodation Request: The University of Hawai'i complies with the provisions of the Americans with Disabilities Act (ADA). Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the EEO coordinator directly. Determination on requests for reasonable accommodation will be made on a case-by-case basis. For further information, please refer to the following link: https://www.hawaii.edu/offices/eeo/accommodation-request/