Administrative Officer - READVERTISEMENT

Location : Honolulu, HI

Job Type: Full-Time Temporary

Job Number: 2023-02410

Department: University of Hawai'i at Manoa - John A. Burns School of Medicine

Division: Cell and Molecular Biology

Opening Date: 08/07/2024

Closing Date: Continuous

Position Number:: 0079820T

Description

Title: Administrative Officer - READVERTISEMENT
Position Number: 0079820T
Hiring Unit: C OF HLTH SCI & SW, SCH OF MED, CELL & MOLECULAR BIOLOGY
Location: UH at Manoa
Date Posted: August 7, 2024
Closing Date: Continuous, First review August 23, 2024
Band: B
Salary :
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Temporary

Duties and Responsibilities

• * Performs the full range of administrative, fiscal, personnel and academic duties to support the daily operations of the Department of Cell and Molecular Biology (CMB).
• * Assists the Department Chair and CMB Graduate Program Chair in recruiting students, scheduling courses, student exams, processing student visas and travel documents, serving as a liaison between the Department and UHM Graduate Division and other tasks as needed.
• * Initiate purchase orders and process payment of invoices for Principal Investigators. Coordinates related procurement requirements, such as obtaining bids and quotations.
• Processes requests for proprietary, sole source purchases or request for quotations in compliance with applicable laws, policies, procedures, rules and regulations.
• Reviews, processes, and authorizes daily operations and administration of Department financial resources (i.e., grants, trusts, federal, foundation, and private funds); reconciles these accounts; prepares monthly financial updates and keeps department chair apprised of any budgetary constraints.
• * Provides advice to the Department Chair for all personnel administration and employment actions for the department such as, recruitment, faculty development, reappointment & other employment actions as appropriate.
• * Manages the recruitment and hiring of Faculty (compensated and non-compensated), Staff, Graduate Assistants, Students, and others through UH and RCUH, to comply with all UH and RCUH policies and procedures, collective bargaining agreements, and federal & state laws.
• * Audits all personnel actions to insure accurate, appropriate and completion in a timely manner to meet required payroll and processing deadlines.
• Independently provides new employee orientation and assist with onboarding documents for submittal to the JABSOM Human Resources Office.
• Prepares appropriate immigration petitions for prospective international faculty and staff.
• * Participates as a member of program/departmental committees which include but is not limited to budget, research and/or personnel.
• Acts independently to ensure professional analyses, interpretations and applications of UH, RCUH, and UH Foundation policies and procedures are applied throughout the department.
• * Implements new administrative and operational policies, procedures and guidelines as they pertain to the Department, University, affiliated institutions and sponsoring agencies.
• Reviews and initiates travel requests and completion reports for cost and no-cost travel for UH, RCUH and UH Foundation accounts.
• Keeps track of supplies & prepares orders to replenish supplies. Administers & maintains documentation for miscellaneous matters such as inventory, equipment transfer & telecom.
• Supervises and trains clerical and lower level staff.
• Develops and maintains the CMB website.
• Works outside of normal business hours, including evenings, weekends, and/or holidays as needed.
• Other duties as assigned.

*Denotes Essential Job Duties

Minimum Qualifications

Education and Professional Work Experience

• Possession of a baccalaureate degree in Business Administration, Accounting, or related field and 3 years(s) of progressively responsible professional experience with responsibilities for business administration and/or accounting; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities.

Knowledge, Skills and Abilities

• Considerable working knowledge of principles, practices and techniques in the area of business administration and/or human resources 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 and/or human resources.
• 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; Microsoft Excel and Word, Cascade, Word Press and/or equivalent.
• If applicable supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.

Supplemental Minimum Qualifications

• Demonstrated ability to multi-task and problem solve in a fast-paced working environment.
• Ability to work outside of normal work hours, which may include nights, weekends, and/or holidays.

Desirable Qualifications

• Experience in budget planning.
• Experience with the UH Financial system, eTravel, UH Foundation and RCUH systems.
• Working knowledge of UH, RCUH, and UH Foundation HR and fiscal policies and procedures.

To Apply:
Click on the "Apply" button on the top right corner of the screen to complete an application by attaching all the required documents which include:

• original cover letter indicating how you satisfy the minimum and desirable qualifications;
• resume;
• names and contact information of three (3) professional references (including email addresses); and
• official transcripts confirming degree completion appropriate to this vacancy (copies acceptable however official transcripts must be sent directly from the degree granting institution required upon hire);

The application will be incomplete if materials are unreadable, illegible, password protected, missing or corrupted; therefore, late or incomplete application will not be considered.

Note: If you have not applied for a position before using NEOGOV, you will need to create an account.

Inquires: Dr. Olivier Le Saux; lesaux@hawaii.edu

EEO/AA, Clery Act, ADA

The University of Hawai'i is an 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:
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: , 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: