HCRI Administrative Associate I (50-100% FTE) (RCUH ID# 226632)

Hawai’i Conservation Alliance & Foundation; Honolulu (HI); On-site; USD 23,000 - 45,000; Full time

Job summary

HCRI Administrative Associate I – ID# 226632 seeks a detail‑oriented individual to support HR functions, payroll, procurement, and records for the Hawai‘i Coral Reef Initiative at UH Mānoa in Honolulu. The role offers 50–100% FTE, with a path to Level II and a dynamic, deadline-driven office environment.

Responsibilities include maintaining personnel files, processing timesheets and payroll documents, drafting descriptions, assisting onboarding, and contributing to SOPs and training on HCRI/RCUH

Qualifications

• Bachelor’s Degree required; 4+ years alternative experience may substitute.
• Strong written and oral communication skills required.
• Proficient in MS Office, Google Suite, and web conferencing tools.

Responsibilities

• Supports HR functions and administrative processes for personnel.
• Maintains timekeeping records and processes timesheets.
• Prepares purchase orders, travel documentation, and reimbursements; tracks fiscal records.
• Drafts position descriptions and assists with onboarding and trainings.
• Creates and updates SOPs and assists with staff training on policies.

Skills

Oral communication

Written reports

MS Office

Google Suite

Web conferencing

Education

Bachelor's Degree

Tools

Microsoft Office

Google Workspace

Web conferencing platforms

Job description

Show HCRI Administrative Associate I (50-100% FTE) (RCUH ID# 226632)

• HCRI Administrative Associate I (50-100% FTE) (RCUH ID# 226632)

HCRI was established in 1998 to provide support for research and training to build capacity to effectively manage coral reef ecosystems in Hawaii. It has been guided by the belief that social science provides a critical foundation to long term sustainability of natural resources.

Opportunity Details

Opportunity Type:

Full-Time Jobs

Opportunity Title:

HCRI Administrative Associate I (50-100% FTE) (RCUH ID# 226632)

Opportunity Description:

HCRI ADMINISTRATIVE ASSOCIATE I – ID# 226632.

CLOSING DATE: October 27, 2026, or until filled. Job postings are removed from the RCUH Job Openings site once the recruitment process has ended. INQUIRIES: Kira Yamashita 808-200-9554.

Regular, Part-Time to Full-Time (50-100% FTE), Limited Term (not to exceed twelve (12) months in duration from date of hire), RCUH Non-Civil Service position with the Social Science Research Institute (SSRI), Hawai‘i Coral Reef Initiative (HCRI), located at the University of Hawai‘i at Manoa (UHM) in Honolulu, Hawai‘i. Continuation of employment is dependent upon program/operational needs, satisfactory work performance, availability of funds, and compliance with applicable Federal/State laws.

MONTHLY SALARY: $2,017.09 - $4,034.17/Mon. (@50-100% FTE)

DUTIES: Supports human resources functions and administrative processes for personnel. Follows up as needed to ensure completion of documents and processes, maintains current, accurate personnel files, and assists with or drafts position descriptions, submits personnel actions, facilitates recruitments, terminations, travel procedures, organizes performance evaluations, and performs related activities as directed. Maintains timekeeping records, processes timesheets, reviews payroll documents for accuracy and completion. Follows up with staff and assists with fulfilling time reporting requirements and completion of fiscal documents by the deadline. Prepares and processes RCUH purchase orders (POs), travel documentation/claims, and purchase reimbursements, maintains and reconciles internal fiscal records, ensures fund availability for each project, and researches and confirms applicable compliance requirements. Writes, edits, and compiles proposals, project documents, and other written materials, plans and conducts information gathering, interprets reports and other resources, and performs fact checking. Creates and updates internal SOPs, suggests improvements to workflows based on observations to improve efficiency, assists with onboarding new hires, assists with or develops and conducts staff training on HCRI and RCUH policies and procedures, and performs other duties as assigned. This is a progression job allowing for entry at Level I with subsequent promotional opportunity to Level II. Progression is not dependent on time-in-grade, rather upon employee’s demonstrated abilities and competence, availability of funds, satisfactory work performance, and operational needs.

PRIMARY QUALIFICATIONS:

EDUCATION: Bachelor’s Degree from an accredited four (4) year college or university. (High School Diploma or G.E.D. equivalent and at least four (4) years of related work experience may substitute for a Bachelor’s Degree.)

EXPERIENCE: At least one (1) year of experience, with a significant amount of detail-oriented work in a project management or administrative office setting.

KNOWLEDGE: Familiarity with writing reports. Familiarity with planning for workshops and meeting logistics.

ABILITIES & SKILLS: Good oral communication skills. Ability to prepare written reports. Proficiency in Microsoft Office (e.g., Word, Excel, and PowerPoint), Google Suite, and web conferencing platforms. Ability to compile, assimilate, organize, and store electronic files. Ability to review, compile and analyze information to prepare reports. Ability to check work for accuracy before completion of tasks. Ability to work efficiently and effectively to meet multiple, frequent, and short notice deadlines in a fast-paced and dynamic work environment. Ability to build and maintain ongoing, collaborative, working relationships with coworkers to achieve the goals of the work unit. Post Offer/Employment Condition: Must be able to pass a post offer criminal background check. Must be able to complete the UH Information Security Awareness Training (ISAT) within two (2) weeks from date of hire, and re-certify every twelve (12) months.

PHYSICAL/MEDICAL DEMANDS: Ability to perform desk-based work, operate standard office equipment, and lift up to twenty (20) pounds unassisted.

POLICY/REGULATORY REQUIREMENT: As a condition of employment, employee will be subject to all applicable RCUH policies, procedures, and trainings and, as applicable, subject to University of Hawai‘i's and/or business entity's policies, procedures, and trainings. Violation of RCUH’s, UH’s, or business entity’s policies and/or procedures or applicable State or Federal laws and/or regulations may lead to disciplinary action (including, but not limited to possible termination of employment, personal fines, civil and/or criminal penalties, etc.).

SECONDARY QUALIFICATIONS:

Knowledge of appropriate policies and procedures for day-to-day management of program administration and financial aspects of a program. Familiar with the administrative policies and procedures of UH and RCUH, contracts and grants policies and procedures.

RCUH’s mission is to support and enhance research, development and training in Hawai‘i, with a focus on the University of Hawai‘i.

RCUH is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, national origin, ancestry, age, disability, genetic information, pregnancy, marital status, reproductive health decision, citizenship, gender identity or expression, domestic or sexual violence victim status, military/veteran status, or other grounds protected under applicable federal and state laws, except as permitted by law.