Administrative Officer #78479

Description

Title: Administrative Officer

Position Number: 78479

Hiring Unit: Hawai`i Community College

Location: Hilo

Date Posted: September 12, 2024

Closing Date: October 3, 2024

Band: B 

Salary Information: salary schedules and placement information

Full Time/Part Time: Full Time

Month: 11-Month

Temporary/Permanent: Permanent

Other Conditions:

General funded position. Appointment may begin approximately October 2024, pending availability of funds and actual staffing requirements.

Duties and Responsibilities 

1. Directs and provides overall leadership, technical advice and assistance for Hawaii Community College (HawCC) budgetary formulation, analysis, review and control processes for all funds including but not limited to general, special, revolving and extramural.
2. Serves as budgetary advisor to the Vice Chancellor for Administrative Services on policy and procedures, regulations and statutes promulgated by the UH BOR and Administration, federal, state and county entities.
3. Oversees Hawaii CC budget.
4. Provides guidance, assistance and support to the College’s Administration, Faculty and Staff on budget preparation.
5. Serves as the College liaison to the UH Community Colleges Budget Office to coordinate budget functions as required by administrative procedures, directives, laws and policy decisions.
6. Advises the Vice Chancellor for Administrative Services regarding current and future major expenditures that would have impact the College’s budget.
7. Analyzes and interprets the College’s financial condition; reports significant changes and recommends corrective action to the Vice Chancellor for Administrative Services.
8. Review proposals and advises principal investigators in the preparation of budgets for grant submittals.
9. Evaluates expenditure patterns to assure all critical needs met and the budget is balanced.
10. Prepares Operational Expenditures Plans and narratives.
11. Reviews, coordinates and monitors actual and projected tuition and fee revenues and expenditures.
12. Provides financial input into the development of hiring plans (including but not limited to, positions, personnel, other resources, etc) to assure that budgets are aligned with the College’s needs and requirements.
13. Consults with Principal Investigator’s (PI) and/or other relevant UH personnel to understand the needs of the program and resolve any questions or issues related to the terms and conditions of sponsored contracts, grants, cooperative, or other agreements.
14. Manages pre- and post-award administration and financial compliance for a complex portfolio of grants, contracts, and cooperative agreements from various stated, federal, and private entities.
15. Identifies and determines whether financial, technical and legal award terms are acceptable to UH and in compliance with applicable governmental laws, rules and regulations, and UH policies.
16. Ensures that the PI and/or relevant UH personnel are aware of and understand terms unacceptable to the UH that are deemed non-negotiable by extramural sponsors, such as indemnification, jurisdiction and choice of law.
17. Provides advice, recommendations and alternative solutions to UH personnel on post-award administration, including interpretation of extramural sponsor guidelines, applicable governmental regulations, and UH policies.
18. Follows up with appropriate UH personnel to ensure compliance with award requirements, e.g., required reports.
19. Review position actions for budgetary accuracy and fund sufficiency.
20. Work with the principal investigators in the event of discrepancies in budget balances and take the necessary steps to make adjustments to accounts.
21. Make recommendations in order to optimize the goals of the project while adhering to the appropriate policies and procedures.
22. Monitors new, continuing, supplemental, and termination of award agreements. Assists with both online and paper forms to determine a projects adherence to applicable State and Federal laws, rules, regulations and UH and RCUH policies and procedures and takes appropriate action.
23. Keep abreast of current policies, procedures, regulations, directives and federal and state statutory requirements.
24. Participates in department, college and community services, including but not limited to outreach activities as appropriate.
25. Performs other related administrative support duties as required.
26. Duties may include working outside of normally scheduled hours, including nights and weekends.
27. Other Duties as assigned.

Minimum Qualifications

1. Possession of a baccalaureate degree in Business Administration, Finance, Public Administration, Accounting, or related field and 3 year(s) of progressively responsible professional experience with responsibilities for budget management and/or fiscal 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 budget management and/or fiscal 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 budget management and/or fiscal 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.

Desirable Qualifications

1. Master’s degree in research administration
2. Experience working in higher education.
3. Experience in financial management of federal agreements involving the development, tracking, and reporting of external contractual agreements, such as service agreements and subawards, with non-departmental organizations.
4. Experience working with multiple financial systems (i.e. Kuali, RCUH, etc.).
5. Demonstrated commitment and/or experience promoting equity and a diverse workforce/academic environment.
6. Demonstrated commitment and/or experience supporting the success of students.

Application Submission: Click on the “Apply” button to complete an application and attach the following required documents.

1. A Copy of your academic transcript(s) appropriate to the position are required to be attached in order to verify all courses completed and/or degree conferred (unofficial transcripts are acceptable; copies of diplomas will NOT be accepted). Official transcripts are required at the time of hire. Transcripts issued outside the United States of America require a course-by-course analysis with an equivalency statement from an agency having membership with the National Association of Credential Evaluation Services, Inc., verifying the degree equivalency to that of an accredited institution within the USA will be required before date of hire. Expense of the evaluation shall be borne by the applicant:
2. Statement outlining how you meet minimum (and desirable, if applicable) qualification;
3. Names and contact information of three (3) references familiar with your job performance;
4. Resume.

Letters of recommendation are welcome. Applications lacking copies of academic transcript(s) will be reviewed based on work experience equivalency to meet minimum qualifications (MQs). All minimum qualifications must be met by the closing date. The application will be considered incomplete if material is unreadable. Incomplete applications will not be considered. If multiple applications are submitted, only the last application received will be considered. 

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

Inquiries: 808-934-2748

EEO/AA, Clery Act, ADA

Hawai`i CC does not discriminate on the basis of age, race, sex, color, national origin, or disability or other protected classes in its programs and activities. For Inquires or complaints concerning our non-discrimination policies, please contact: Human Resources Manager, EEO/AA Coordinator (808-934-2527, Hawai`i CC Bldg. 397-Room 4); Disabilities Counselor (808-934-2725, Hawai`i CC Bldg. 388-Room 106); Vice Chancellor for Student Affairs, Section 504 Coordinator (808-934-2509, Hawai`i CC Bldg. 379A-Room 4); or Title IX Coordinator (808-934-2765, Hawai`i CC Bldg. 383-Room 109).

The 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/ 

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