Administrative Officer

University of Hawaii system; Hawaii; On-site; USD 55,000 - 75,000; Full time

Job summary

University of Hawai'i system seeks an Administrative Officer for the Hawai'i Institute of Marine Biology at Manoa. The role coordinates day-to-day pre-award and post-award grants administration, oversees budgets, procurement and expenditure transactions, and ensures compliance with fund rules.

The position is full-time, 11-month, temporary, with a Band B salary schedule and continuation contingent on funds and performance.

Qualifications

• Possession of a baccalaureate degree in Business, Accounting, Finance or related field and 3 year(s) of professional experience with fiscal/grants administration.
• Broad knowledge of fiscal and contracts/grants administration principles and practices.
• Understanding of applicable federal and state laws, rules and regulations for fiscal administration.
• Ability to resolve complex problems with creative reasoning and timely solutions.
• Strong written and verbal communication, plus reporting skills.
• Ability to establish and maintain effective working relationships with internal and external groups.
• Proficiency with word processing software and basic PC operations.
• If supervisory, ability to lead staff, manage priorities and projects.
• Ability to apply administrative policies and sound judgment.
• Ability to prioritize and organize workload to meet deadlines.
• Knowledge of government accounting principles and fund accounting systems.
• Familiarity with UH/RICUH accounting, procurement and personnel systems (preferred).
• Experience in administrative practices of higher education (preferred).
• Experience with preparing budgets and expenditure reports for investigators (essential).
• Demonstrated ability to monitor account balances and end dates, extensions and closeouts.
• Ability to review and approve procurement, personnel, travel, and disbursement transactions for compliance.

Responsibilities

• Coordinates day-to-day pre-award and post-award grants administration for assigned principal investigators.
• Guides faculty and staff in budget development and document submission through myGRANT.
• Reviews grant proposals, budgets and justifications for compliance.
• Monitors routine project financial operations and expenditure controls.
• Reviews and approves procurement, personnel, travel, and disbursement transactions.
• Monitors account end dates, unexpended balances and encumbrances.
• Applies terms of sponsored agreements to daily financial operations.
• Exercises fiscal signing authority up to $10,000 for standard purchases.
• Provides monthly budget projection reports to principal investigators.
• Prepares budget and expenditure statements and reviews monthly reports.
• Monitors account end dates and balances; coordinates extensions or terminations.
• Reviews personnel appointment forms for compliance with policies.
• Ensures proper recording of expenditures and corrective actions when needed.
• Researches standard terms of sponsored agreements to ensure compliance.
• Serves as point of contact for PIs and staff on administrative and fiscal procedures.
• Prepares non-recurring reports and routine correspondence; suggests process improvements.
• Participates in committees for financial planning and reporting.
• Performs other duties as assigned.

Job description

Administrative Officer (0097754T) | University of Hawai'i page has loaded.

2026-02297

Department

University of Hawai'i at Manoa - SOEST - Hawai'i Institute of Marine Biology

11/09/2026

Closing Date

11/30/2026 11:59 PM Hawaii

Position Number:

0097754T

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 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 and apply word processing software.
• 8. If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
• 9. Demonstrated ability to analyze, interpret, & use sound logic & judgment when applying administrative policies and procedures.
• 10. Demonstrated ability to prioritize and organize workload to meet scheduled deadlines.
• 11. Knowledge of accepted governmental accounting principles, techniques and fund accounting systems.
• 12. Knowledge of the principles and practices of federal and state fund administration.
• 13. A bility to analyze financial statements and statistical reports, discern trends, and apply analytical techniques.
• 14. Familiarity with spreadsheet and word processing applications such as Microsoft Excel and Word.

Desirable Qualifications

• 1. Familiarity with the UH and RCUH accounting, procurement, and personnel systems.
• 2. Knowledge of administrative practices of the University and/or other institutions of higher education.

Inquiries: Edwin Payuan; 808-236-7404; [e-mail]

Please refer to "Admin Officer Pos 0097754T" when making inquiries.

EEO, Clery Act, ADA

The University of Hawai'i is an Equal Opportunity Institution and is committed to a policy of nondiscrimination in employment, including on the basis of veteran and disability status. For more information, visit: https://www.hawaii.edu/offices/eeo/policies/

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/

Employer University of Hawaii

Department University of Hawai'i at Manoa - SOEST - Hawai'i Institute of Marine Biology Address 46-007 Lilipuna Rd Kaneohe, Hawaii, 96744