Title:
Institutional Support (Administrative Off)
Position Number:
0077571
Hiring Unit:
Vice President for Research and Innovation
Location:
Manoa Innovation Center
Date Posted:
December 03, 2013
Closing Date:
December 18, 2013
Band:
B
Minimum Monthly Salary:
Additional Salary Information:
Salary commensurate with education and experience.
Full Time/Part Time:
Full Time
Temporary/Permanent:
Permanent
Funding:
Institutional
Other Conditions:
To begin approx Jan 2014.
Duties and Responsibilities
- Serves as Admin Officer for FIRST Pre-Academy STEM programs, Academy for Creative Media (ACM) system programs, & related programs, responsible for administering State appropriated & extramural funds, as well as UH Foundation funds for assigned projects.
- Provide the full range of administrative support services to include financial accounting, purchasing, budget formulation and execution, property management, and human resources functions associated with appropriated and extramurally funded projects.
- Prepares, reviews and processes purchase requisitions and other fiscal and procurement documents for UH, RCUH and UHF processing.
- Assist in the development of cost proposals and creates financial reports and budget status reports including forecast information and trends. This includes creating budget and forecast templates as required.
- Reviews budgeting, preaward, advance funding request and makes recommendations for disposition to primary fiscal authority.
- Trains staff and student assistants in preauditing purchase orders, travel requests, and other procurement documents, and oversees preaudit functions. Advises other staff on handling of complex procurements.
- Prepares, reviews and processes personnel transactions related to immigration, hiring, time keeping, payroll, continuation, employee benefits, evaluation and termination of employees for both the UH and RCUH systems.
- Checks FTE certifications and cost sharing forms to insure accuracy; annotates the forms as necessary and obtains necessary signatures
- Assists the Senior Administrative Officer/Principal Investigators(PIs)/Managers in meeting financial management and personnel responsibilities by serving as a liaison between the office, other support offices, and the different central offices.
- Responsible for the preparation, analysis and interpretation of the departments and project financial conditions; monitors the fiscal reports and records and reports significant changes to Program Directors/Managers.
- Ensures compliance with applicable laws, regulations, policies, procedures and other guidelines applicable to financial, fiscal and personnel matters. Keeps abreast of changes and advises Directors/PIs/Managers and appropriate project staff.
- Informs and reviews University accounting system and ledgers with Directors, Managers & PIs and advises on applicable policies, rules, regs, & procedures of the Univ., State, granting agencies, federal & State laws, collective bargaining provisions, etc.
- Assists in contracts and grants management; such as the formulation of budgets, preparation of financial reports, narratives and analysis, personnel matters, purchasing and compliance with UH, RCUH, State and federal and other sponsor guidelines.
- Develops and designs worksheet tools and checklists for tracking budget, post award expenditures, program assessment to ensure that all efforts are directed towards meeting program objectives and maintain fiscal soundness.
- Assists in the audit and review of purchases, which includes review of logs, reconciling on-line ledgers, correcting entries to adjust changes in account codes or object symbols, and confirm monthly central reports.
- Assists in management of property and project resource inventory.
- Works directly with project staff to achieve intended goals of STEM, ACM, First Pre-Academy and other related programs.
- Other duties as assigned
Minimum Qualifications
- Possession of a baccalaureate degree in Business Administration, Accounting or related field and 3 years of progressively responsible professional experience with responsibilities for financial management; or equivalent education/training or experience.
- Considerable working knowledge of principles, practices and techniques in the assigned financial, governmental accounting, and/or purchasing/contracting 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 financial or government accounting, purchasing/contracting management and payments.
- 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.
To Apply:
Submit cover letter indicating how you satisfy the minimum and desirable qualifications, UH Form 64 ( standard format ) ( large format ), resume, names of 3 professional references and official transcripts to the address below. Please mail your application to the address below. Electronic applications will not be accepted. Copies of transcripts will be accepted, however originals are required upon hire.
Address:
- UH Office of Research Services
- Personnel Office
- 2440 Campus Road, Box 368
- Honolulu, HI 96822
Inquiries:
- Cheryl Ishii; 808-988-8954; ishiic@hawaii.edu
The University of Hawaiʻi 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.
Individuals with disabilities who need a reasonable accommodation for the application or hiring process are encouraged to contact the EEO/AA coordinator(s) for the respective campus.
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 Hawaii may be viewed at: http://ope.ed.gov/security/, or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office.
In accordance with Article 10A 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.
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