Administrative Officer

Administrative Officer

Position Number: 0080400

Hiring Unit: C OF NAT SCI, NAT SCI DEANS OFF, NAT SCI DEANS OFF

Location:

UH at Manoa

Date Posted:
March 4, 2026

Closing Date:
March 29, 2026

Band: B

Salary: salary schedules and placement information

Additional Salary Information:
Salary commensurate with qualifications and experience

Full Time/Part Time:
Full-time

Month: 11-month

Temporary/Permanent:
Permanent

• Manages College of Natural Sciences grant and contract Pre-Award functions. Acts as liaison between college PIs, college administration, ORS and granting agencies.
• Facilitates award process. Develops and implements effective and efficient policies and procedures for CNS Pre-Award proposal processing.
• Guides faculty and staff in the development and preparation of research proposals, contracts, subcontracts and agreements to include budgets, documentation and interpretation of funding requirements.
• Advises PIs in budget development ensuring that proposed budget conform to applicable rules, regulations, policies, and procedures.
• Provides PIs guidance in inputting and uploading proposals and supporting documents on Mygrants and other funding agencies electronic systems.
• Reviews all grant proposals, budgets and justifications to ensure compliance with funding and oversight agency rules and regulations; approves if appropriate.
• Monitors status of proposals; takes necessary action to update status; establishes new UH accounts for awarded projects or advances.
• Provides post award administration of grants and contracts for assigned units within the College of Natural Sciences. Reviews and approves (if appropriate) expenditures on awards including personnel, goods and services, travel, equipment and other.
• Provides accurate and timely monthly budget projection reports of account status to PI's for assigned units.
• Monitors account end dates, and account balances. Works with PI to take appropriate action to terminate or extend accounts.
• Seeks funding opportunities for the College of Natural Sciences and respective Principal Investigators.
• Provide back up support to co-worker in Dean’s office or Departments as needed.
• Manages accounts receivable/payable within the College of Natural Sciences using the Kuali Financial System and the Research Corporation of the University of Hawaii.
• Reviews and approves personnel appointment forms ensuring compliance with granting guidelines as well as University policies.
• Keeps abreast of current policies, procedures, regulations, directives, union contracts and State and Federal statutory requirements, i.e., Hawaii Revised Statutes, Hawaii Administrative Rules, Federal Acquisition Regulations, OMB Circulars.
• Prepares budget and expenditure statement for principal investigator upon demand and reviews monthly expenditure reports and prepares budget projections to more efficiently administer the grant and avoid potential deficit situations.
• Ensures proper recording of expenditures and encumbrances. Initiates corrective action for erroneous entries.
• Performs contracts and grants management. Verifies receipt of contract or grant and, in collaboration with the principal investigator and in concert with the grant requirements, determine appropriate budget categories.
• Instructs principal investigators and his/her staff about procurement and payment procedures, personnel recruitment and appointment procedures, special requirements imposed by the grantor, and policies which govern the administration of the award.
• Verifies purchases and disbursements for fund availability and compliance with policies and procedures as well as purpose of award. Advises principal investigator of any disapproved requests and provides alternate methods which meet policy, if possible.
• Other duties as assigned

• Possession of a baccalaureate degree in Business Administration or related field and 3 year(s) of progressively responsible professional experience with responsibilities for grants management and fiscal administration; or equivalent education/training or experience.
• Considerable working knowledge of principles, practices and techniques in the areas of grants management and fiscal 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 grants management and fiscal 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…