Grant Operations & Administrative Coordinator

University of Hawaii system; Hilo (HI); On-site; USD 57,000 - 69,000; Full time

Job summary

The University of Hawai'i at Hilo is seeking an Administrative Officer to manage day-to-day fiscal and administrative operations for a federally funded project within the Kipuka Native Hawaiian Student Center. The role collaborates with the PI/PD, campus offices, and program staff to ensure compliant, timely processing of budgets, procurement, personnel actions, travel, and reporting.

Full-time, 11-month temporary appointment with a minimum monthly salary of $5,640; work location is UH Hilo.

Qualifications

• Bachelor's degree and 3 years of progressively responsible professional experience in administrative operations, fiscal management, or grant support.
• Strong working knowledge of fiscal administration, procurement, administrative operations, or grant management.
• Solid understanding of applicable federal and state laws, rules, regulations related to fiscal administration and procurement.
• Ability to resolve complex problems with creative reasoning and timely resolution.
• Clear written and verbal communication; ability to prepare reports.
• Ability to establish effective working relationships with internal and external stakeholders.
• Proficiency with personal computer, word processing, spreadsheet, and financial management software.
• If supervising, ability to lead subordinates and manage priorities.
• Experience providing fiscal or administrative support for externally funded grants or programs.
• Experience with budgeting, procurement, purchasing, personnel, and travel.
• Ability to work independently, exercise good judgment, and meet deadlines.

Responsibilities

• Coordinate and manage day-to-day fiscal and administrative operations for the federally funded project.
• Monitor budgets, expenditures, encumbrances, balances, and spending activity; reconcile records.
• Coordinate procurement and purchasing activities, review documentation for accuracy and compliance.
• Coordinate personnel processes including recruitment, payroll documentation, and student employment.
• Assist PI/PD with budget projections, expenditure summaries, and financial reports.
• Review transactions for compliance issues and resolve with appropriate offices.
• Maintain organized fiscal, personnel, procurement, and administrative records.
• Assist with project reporting requirements, including annual reports and budget revisions.
• Serve as a project liaison with UH Hilo and UH System offices on fiscal matters.
• Provide fiscal guidance to project staff on procedures, timelines, and allowable processes.
• Develop internal procedures, tracking tools, calendars, and systems for timely processing.
• Provide administrative and fiscal support for events, internships, contracts, and program activities.
• All other duties as assigned.

Skills

Administrative operations

Fiscal administration

Grant management

Communication skills

Report writing

Problem solving

Independent work

Team collaboration

Education

Baccalaureate degree (any field)

Job description

The University of Hawai'i at Hilo is seeking an Administrative Officer to manage day-to-day fiscal and administrative operations for a federally funded project within the Kipuka Native Hawaiian Student Center. The role collaborates with the PI/PD, campus offices, and program staff to ensure compliant, timely processing of budgets, procurement, personnel actions, travel, and reporting.

Full-time, 11-month temporary appointment with a minimum monthly salary of $5,640; work location is UH Hilo.