Administrative Officer

DescriptionTitle: Administrative OfficerPosition Number: 0078260Hiring Unit: SCH OF LAW, LAW DEANS OFFLocation: UH at ManoaBand: BSalary:

salary schedules and placement informationFull Time/Part Time: Full-timeMonth: 11-monthTemporary/Permanent: Permanent

PENDING POSITION CLEARANCE

Duties and Responsibilities*Reviews, approves, and provides daily oversight for a full range of activities in the Fiscal/Personnel Office that includes funds management, financial accounting, disbursement, accounts receivable, procurement, inventory management, human resource management and grants administration.*Participates in the recruiting of staff & faculty to include full-cycle recruitment, new hire orientation, onboarding, job postings, applicant tracking, reporting, temporary assignments, job descriptions, as well as the processing of employee promotions, transfers, terminations, and other human resources changes/updates.*Analyzes computer-generated accounting and personnel reports for accuracy and resolves discrepancies with appropriate University system administrative offices.*Reviews expenditure documents and resolves discrepancies to ensure timely and accurate processing of purchasing, personnel, and payroll data.*Oversees the processing of all SCOPIS payroll. Develops internal payment schedules and ensures timely payments are made.*Provides guidance to school personnel in the securing of bids and quotations for purchases as required by state, university, federal, and extramural funding agency policies and procedures.*Provides detailed cost analysis to assist in the evaluation of proposals.*Develops and implements internal policies and procedures to enhance the efficiency and effectiveness of financial and personnel operations.*Trains administrative staff on various computer applications, policies, and procedures (i.e. UH, RCUH, UHF, sponsor award conditions, student moot court travel, etc.)*Prepares adjusting journal entries to ensure accuracy of expenditure data, including cash draw downs and year-end adjustments.*Reviews and approves travel documents for intra-state and out of state travel for completeness and compliance with applicable UH policies and bargaining unit agreements.*Develops and implements internal deadlines and policies. Ensures all purchases comply with university policies and procedures and are within the budget plan.Reviews contracts and extramural grant proposals and assists principal investigators in budget formulation and makes recommendations in accordance with federal and university circulars and guidelines.*Reviews extramural grants purchases and procurement activities and reconciles accounts in accordance with UH/RCUH/Federal Rules and regulations.Assists in the management of the Fiscal/Personnel Office and related supervision of staff, including clerical, professional, and student employees.*Prepares quarterly payroll projections for both salaried and hourly employees. Maintains Excel spreadsheets for all payroll accounts and reconciles this against the ledger.*Keeps abreast of and interprets UH, state, federal, sponsor, RCUH and UHF policies and procedures, regulations, and statutory laws and rules to ensure compliance.*Works with the lead Administrative Officer and other school personnel to address audit concerns and implement corrective action.*Works closely with Law School managers and administrators to ensure the success of selected Law School programs such as student competition travel, school protocol spending, lecturer hiring and payroll, etc.*Gathers information, prepares reports and summarizes budget balances. This includes variance and trend analysis, the preparation of the financial section of the annual ABA questionnaire, and to ensure compliance with ABA standards.Other duties as assigned.* Denotes Essential Functions

EEO/AA, Clery Act, ADAThe University of Hawai'i 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. For more information or inquiries regarding these policies, please refer to the following link:

http://www.hawaii.edu/offices/eeo/eeo-coordinators/ .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/ .Minimum QualificationsPossession of a baccalaureate degree in Business Administration, Accounting or related field and 3 year(s) of progressively responsible professional experience with responsibilities for financial and human resource administration; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.Considerable working knowledge of principles, practices and techniques in the field of business administration 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 business administration.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 QualificationsConsiderable knowledge of University of Hawai`i, RCUH, and UHF financial management and human resources policies and procedures, and applicable business management systems (Kuali, PeopleSoft, Touchnet, Banner).To Apply: Click on the “Apply” button on the top right corner of the screen to complete an application and attach each required document. A complete application must include:Cover letter explaining how each minimum and desirable qualification is met.Resume.The names and addresses, email addresses and telephone numbers of three [3] current 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).PLEASE REDACT REFERENCES TO SOCIAL SECURITY NUMBERS AND BIRTH DATE ON TRANSCRIPT COPIES. All requested documents/information become the property of the University. All minimum qualifications must be met by the closing date. Incomplete applications will not be considered. Failure to submit all required documents and reference information shall deem an application to be incomplete.Note: If you have not applied for a position before using NeoGov, you will need to create an account.Inquiries: Wesley Kau, wkau@hawaii.edu

#J-18808-Ljbffr