Administrative Officer (Office of the Dean) 0080187

Administrative Officer (Office of the Dean) 0080187

Location

UH Manoa, Honolulu, HI

Job Type

Full-Time Permanent

Job Number

2026-01289

Department

University of Hawaii at Manoa - School of Nursing and Dental Hygiene - Deans Office

Opening Date

06/16/2026

Closing Date

7/8/2026 11:59 PM Hawaii

Position Number:

0080187

Description

Title: Administrative Officer (Office of the Dean)

Position Number: 0080187

Hiring Unit: School of Nursing and Dental Hygiene (SONDH)

Location: Honolulu / Manoa Campus

Date Posted: June 16, 2026

Closing Date: July 8, 2026

Band: B

Minimum Monthly Salary: Salary Schedules and Placement Information

Full Time/Part Time: Full Time (100% FTE)

Temporary/Permanent: Permanent

Other Conditions

Position is expected to begin approximately July / August 2026 or as mutually acceptable. Renewal of appointment is dependent on performance, program needs and/or availability of funds. To know more about the SONDH, go to: https://nursing.hawaii.edu/

Duties and Responsibilities

• Works closely with the Chief Administrative Officer (CAO) in the administration of the financial resources, services and systems of the SONDH, in collaboration with the Dean, Associate Dean(s), HSCN Director and heads of departments to ensure accurate & timely compliance with University policies and procedures, and state & federal rules & regulations.
• Prepares, implements, analyzes and evaluates annual budget projections and expenditure plans in accordance with established instructions, guidelines and operating instructions.
• Monitors, analyzes and interprets the departments financial condition and prepares financial reports for review of the CAO.
• Certifies funding availability and propriety of expenditure on all documents initiated against organizational funds which include general, federal, private, revolving and other funding sources.
• Signs or approves up to $15,000, or as designated by the CAO, subject to the approval of the Dean.
• Initiates, processes, reviews, maintains, reconciles & audits fiscal transaction reports, requests, journals & records in accordance with federal, state, UH & UHF requirements, and identifies and resolves discrepancies and prepares adjustments/corrections.
• Processes and monitors contracts and grants, including personnel, purchasing and disbursements, maintains accurate and timely records, and regularly produces reports on the financial status of various fund sources.
• Provides staff support to principal investigators in the review, preparation, analysis, solicitation, evaluation, and negotiation of contracts and modifications of a moderately difficult and complex nature.
• Serves as an alternate fiscal authority for SONDH; responsible for managing the day-to-day operations of SONDHs administrative offices in the absence of the CAO.
• Perform administrative services for the department.
• Prepares, processes & pre-audits fiscal-related docs like requisitions, purchase orders, payments, reimbursements, travel, inventory, purchasing card (PCard), interdepartmental orders & deposits for various funds to ensure appropriateness, propriety & compliance w/applicable laws, policies, procedures, rules & regulations.
• Administers the PCard program of assigned units including setup and closure of purchasing card accounts by maintaining, managing, reconciling and auditing / correcting monthly purchasing card purchases. Keeps track and follows up with PCard holders regarding outstanding/delinquent Procurement Card Document (PCDO) in SAP Concur or supporting documents for PCDOs.
• Serves as the primary department coordinator for the Schools PCard Program with OPM, and point of contact for SONDH employees for questions regarding the Schools PCard program.
• Prepares internal and external correspondence, reports, budget justifications, and summaries including charts, tables and graphics to present information.
• Reviews, develops and recommends administrative guidelines and procedures, and changes in the work systems for an effective and efficient delivery of service.
• Provides technical advice, interpretations and/or makes effective recommendations on matters including but not limited to financial, purchasing and property management.
• Resolves operational and administrative concerns/problems in accordance with applicable policies, procedures, rules and regulations.
• Ensures all concerned offices and team members are updated on projects and policy changes by actively soliciting, receiving, and providing clear, accurate and timely feedback to improve team performance.
• Works with HR in processing personnel/payroll-related transactions such as posting and/or approval of time sheets as the Business Office, generating payroll notification forms (UH/PNFs) as it relates to account changes or funding redistribution, among others, in accordance with UH and RCUH policies, procedures and deadlines.
• Serves as the primary point of contact for RCUH-related personnel transactions for assigned departments.
• Provides information and guidance to faculty/staff in the interpretation of UH personnel or administrative policies and procedures, bargaining unit contracts and other applicable State and Federal rules and regulations.
• Serve as the Schools designated building coordinator for facility related requests and activities.
• Works with CAO and HR in identifying best practices and/or issues/problems involving employees.
• Other Duties As Assigned.

() Denotes Essential Duties.

Minimum Qualifications:

• Possession of a baccalaureate degree in Business Administration or related field and 3 year(s) of progressively responsible professional experience with responsibilities for financial management, cost accounting, contracts/grants management and/or personnel administration; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
• Considerable working knowledge of principles, practices and techniques in the financial management, cost accounting, contracts/grants management and/or personnel 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 financial management, cost accounting, contracts/grants management and/or personnel 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 internal and external organizations, groups, team leaders and members, and individuals.
• Demonstrated ability to operate a personal computer and apply word processing software.
• If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
• Demonstrated ability to exercise judgment, tact, patience and discretion in applying and explaining policies and procedures.
• Demonstrated competence in customer service by providing helpful, courteous, accessible, responsive, and knowledgeable service to internal and external customers.
• Demonstrated ability in written and oral communications, exercising tact, diplomacy, and good judgment in relations with others.
• Demonstrated ability to analyze, interpret and apply fiscal, personnel and general administrative rules and regulations to a variety of work situations.
• Demonstrated ability in establishing and maintaining rapport with faculty, staff, federal administrators and the general public.

Desirable Qualifications:

• Masters degree in Business Administration.
• Considerable knowledge of UH and RCUH policies and procedures.
• Familiarity with UH and/or RCUH Human Resources Information Systems.
• Knowledge of Kuali Financial System (KFS).
• Extensive experience with federal regulations pertaining to administering federal grants, contracts, and cooperative agreements and with
• applicable state regulations.

To Apply:

Click on the "Apply" button on the top right corner of the screen and attach the required documents. Applicants must submit the following:

• Cover letter expressing interest in the position and how you satisfy the minimum and desirable qualifications;
• Current resume;
• Names and contact information (including email address) of three (3) professional references;
• Copy of official transcripts. The original official transcripts will be required at the time of hire.

NOTE: Application will not be considered if NEOGOV Online application is incomplete or any of the required documents are not included or are unreadable. If this is your first time applying for a position using NEOGOV, please create a new account.

Inquiries:

Corie O. Fulgencio-Arre, HR Specialist; mcfa@hawaii.edu

EEO, Clery Act, ADA

The University of Hawaii 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 Hawaii 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 Hawaii 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

Website http://workatuh.hawaii.edu