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Details for Position 0077562

Position Number: 0077562
Title: Institutional Support (Administrative Officer)
Description:
Hiring Unit: College of Social Sciences - Dean's Office
Location: Manoa Campus
Date Posted: March 14, 2017
Closing Date: April 04, 2017
Full Time/Part Time:
  Full Time
Temporary/Permanent:
  Permanent
Other Conditions: To begin approximately April 2017, subject to position clearance and availability of funds.
Duties and Responsibilities:
  Responsible for coordinating and managing the College’s Shared Services program, under the direction from the Dean's Office. Supervises, trains and directs the Shared Services staff in carrying out the fiscal, budgetary and HR support needs of various College of Social Sciences departments. Serves as a member of Dean’s Office, providing administrative direction for departments, and as a resource person available to the College for UH and Research Corporation of the University of Hawaii (RCUH) fiscal and personnel administration information. Manages all phases of fiscal and budgetary needs for departments, including but not limited to expenditures, procurement, travel documents, payments and other fiscal documents in compliance with federal, state, and university rules and regulations. Develops and implements standardized budget management reports for various departments in the college. Provides financial information for all funds, including General, Special (tuition, outreach, summer), Revolving, Private, Federal, etc. on a timely basis on budgets, allocations, encumbrances, expenditures to various depts in the college. Handles and advises on complex financial transactions, including but not limited to subawards and contracts. Advises departments on proper procurement and personnel procedures according to federal, state, UH and RCUH administrative policies and procedures. Independently researches applicable procurement policy/law before authorizing use of public funds to make allowable purchases. Purchases authorized have direct audit impact if found to be inappropriate use of public funds. Assists principal investigators with intramural and extramural grants, including but not limited to preparing budgets, financial responses and variances. Reconciles internal fiscal records with official University reports; prepares correcting entries/general error corrections as needed, and maintains department files and documents. Advises on various personnel actions related to university and RCUH funded positions. Monitors, reviews and evaluates accounting and personnel transactions for various departments in the college. Monitors appropriate and timely processing of all personnel and payroll documents for approval and payment. Reconciles payments to employment documents. Reviews personnel documents to ensure personnel actions are in compliance with appropriate Federal, State, and University and RCUH guidelines. Resolves fiscal and/or personnel matters as they arise. Provides training of college support staff in the areas of UH and RCUH procurement, financial and personnel administration. Reviews and evaluates the processes of Shared Services and makes recommendations to result in increased efficiencies and service. Keeps abreast of changes/updates in applicable administrative policies and procedures. Assists with college-wide functions as needed. Other duties as assigned
Minimum Qualifications:
  Possession of a baccalaureate degree in Business Administration, Human Resources, or related field and 3 year(s) of progressively responsible professional experience with responsibilities for fiscal and/or personnel and/or office management; or equivalent education/training or experience. Considerable working knowledge of principles, practices and techniques in the fiscal and/or personnel and/or office 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 fiscal and/or personnel 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. Ability to exercise judgment, tact, patience and discretion in applying and explaining policies, procedures, rules and regulations to personnel within the organization, system offices and other organizations. Experience working in a professional level in higher education. Ability to follow oral and written instructions. Demonstrated ability to apply spreadsheet software, such as Excel.
Desirable Qualifications:
  Master's degree in business administration or related field. Working knowledge of the administrative processes of the University of Hawaii and/or Research Corporation of the University of Hawaii.
To Apply: Submit cover letter indicating how you satisfy the minimum and desirable qualifications, UH Form 64A (attach resume), names, phone number and email addresses of 3 professional references, resume and official transcripts (copy acceptable with original to follow at time of hire). Application materials may be submitted: 1) Apply online at http://surveys.socialsciences.hawaii.edu/ework for position number 0077562; 2) via mail to: University of Hawaii, College of Social Sciences, Attn: Dean Gushiken, 2500 Campus Road, Rm 310, Honolulu, HI 96822. Applications will not be returned. Incomplete applications will not be considered. Applications sent via the mail must be postmarked by the closing date.
Inquiries: Dean Gushiken; 808-956-6054; deansg@hawaii.edu