Administrative Officer

Description Title: Administrative Officer Position Number: 0097754T Hiring Unit: RES & DEAN OF GRAD DIV, SCH O&ES&T, HAW INST OF MAR BIO Location: UH at Manoa Date Posted: 11/09/26 Closing Date: 11/30/26 Band: B Salary : salary schedules and placement information Full Time/Part Time: Full-time Month: 11-month Temporary/Permanent: Temporary Other Conditions: Continuation subject to availability of funds, satisfactory performance, and program needs. Duties and Responsibilities 1. *Coordinates day-to-day pre-award and post-award grants administration for assigned Principal Investigators and extramural projects. 2. *Guides and assist faculty and staff in budget development and document submission through myGRANT ensuring that proposed budget conform to applicable rules, regulations, policies, and procedures. 3. *Reviews all grant proposals, budgets and justifications to ensure compliance with funding and oversight agency rules and regulations; approves if appropriate. 4. *Monitors routine project financial operations, expenditure controls, and baseline budget tracking for assigned extramural grants. 5. *Reviews and approves procurement, personnel, travel, and disbursement transactions for allowability, allocability, reasonableness, and availability of funds using UH Systems (example: KFS and RCUH) 6. *Monitors account end dates, unexpended balances and encumbrances, coordinates account extensions, closeouts, and corrective entries. 7. *Applies federal, state, university, and sponsored agreement terms and guidelines to daily financial operations. 8. *Exercises fiscal signing authority up to $10,000 for standard operational purchases. 9. *Provides accurate and timely monthly budget projection reports of account status to assigned principal investigators 10. *Prepares budget and expenditure statement for principal investigator regularly and reviews monthly expenditure reports to more efficiently administer the grant and avoid potential deficit situations. 11. *Monitors account end dates, and account balances. Works with assigned principal investigator to take appropriate action to terminate or extend accounts. 12. *Reviews and approves personnel appointment forms ensuring compliance with granting guidelines as well as University policies 13. *Ensures proper recording of expenditures and encumbrances. Initiates corrective action for erroneous entries. 14. *Researches and applies standard terms and conditions of sponsored agreements to ensure compliance. 15. *Serves as a point of contact for PIs and staff regarding standard administrative, procurement, and fiscal procedures. 16. *Prepares non-recurring reports, summaries, and routine correspondence for internal review. 17. *Recommends operational improvements to internal procedures to improve efficiency. 18. *Participates on special committees or workgroups to assist with unit financial planning and reporting. 19. Performs other duties as assigned. Denotes essential functions Minimum Qualifications 1. Possession of a baccalaureate degree in Business, Accounting, Finance or related field and 3 year(s) of progressively responsible professional experience with responsibilities for fiscal and/or contracts/grants administration; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities indicated. 2. Considerable working knowledge of principles, practices and techniques in the area of fiscal and/or contracts/grants 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 fiscal and/or contracts/grants administration. 4. Demonstrated ability to resolve wide ranging complex problems through the use of creative reasoning and logic to accurately determine the cause of t…

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