Administrative Officer (Waikiki Aquarium) (0081683)
Salary
See Position Description
Location
Waikiki Aquarium, Honolulu, HI
Job Type
Full-Time Permanent
Job Number
2026-02042
Department
University of Hawaii at Manoa - School of Ocean and Earth Science and Technology
Opening Date
09/23/2026
Closing Date
10/9/2026 11:59 PM Hawaii
Position Number:
0081683
Description
Title: Administrative Officer
Position Number: 81683
Hiring Unit: Waikiki Aquarium, School of Ocean & Earth Science & Technology (SOEST)
Location: Waikiki Aquarium
Date Posted: September 23, 2026
Closing Date: October 9, 2026
Band: B
Salary: Salary schedules and placement information
Additional Salary Information: PBB, minimum $5,640/month
Full Time/Part Time: Full Time
Temporary/Permanent: Permanent
Funding: General funds
Duties and Responsibilities
- *Serves as the Administrative Officer for Waikîkî Aquarium (WAQ); responsible for the management of fiscal and personnel affairs of the Aquarium.
- *Responsible for the management of General, Special, Revolving and Extramural funds for the WAQ.
- *Responsible for the preparation, analysis and interpretation of the WAQs financial condition; monitors the fiscal reports and records and promptly reports any significant changes to the Director.
- *Responsible for contracts and grants management; including budget formulation, preparation of financial reports, narratives & analysis, personnel matters, purchasing, cost sharing, FTE certs & compliance with UH, RCUH, State, Federal, & other sponsor guidelines.
- *Reviews and approves fiscal and other documents including purchase orders, authorization for payments, travel requests/completions, contract documents, adjustments to account codes, rental of equipment, etc.
- Assists in the preparation and negotiation of contract specifications for purchases of goods, services and leases.
- *Prepares and issues purchase orders, requisitions, invitations to bid, bid specifications, technical specifications or requests for quotations for department and contract work related to building, equipment and exhibit maintenance.
- *Administers contracts and/or purchase orders.
- *Processes requests for proprietary or sole source purchases in compliance with applicable laws, policies, procedures, rules and regulations.
- *Administers complete bid cycle, i.e. preparation of bid specifications, solicitation of bids, evaluation of bids including cost analysis, award of contracts, contract administration, monitoring vendor performance, termination of contracts as appropriate.
- *Responsible for the execution of the approved budget allocations. Prepares the quarterly expenditures plans and develops the quarterly variance reports.
- *Prepares year end adjusting and closing entries.
- *Serves as the primary personnel officer for the Aquarium; provides assistance, advice and information to the Director and staff on all personnel matters.
- *Manages the review and processing of personnel transactions related to immigration, hiring, continuation, employee benefits and termination of employees for both the UH and RCUH system.
- *Responsible for leave reporting.
- *Analyses gift-shop merchandise sales by thorough research of sales, costs, operations, vendor programs and inventories and net income data for trends.
- Ensures compliance with applicable laws, regulations, policies, procedures and other guidelines applicable to financial, fiscal, and personnel matters. Keeps abreast of changes and advises the Director.
- *Provides training and support to departmental staff on the various fiscal and personnel systems.
- *Monitors inventory transactions. Responsible for the year-end inventory reports.
- *Responsible for the annual review and update of the organization and functional statement of the WAQ.
- *Responsible for the supervision of fiscal and visitor services staff support.
- *Responsible for training the fiscal and visitor services staff support to ensure they are current with applicable laws, regulations, policies, procedures and other guidelines applicable to financial, fiscal, and personnel matters.
- Interacts with WAQ staff, volunteers, students, visitors, etc. in a polite, courteous and professional manner.
- Ensures that supervised personnel interact with WAQ staff, volunteers, students, visitors, etc., in a polite, courteous and professional manner.
- *Responsible for the fiscal operations of the Waikiki Aquarium gift shop enterprise, which includes inventory, reconciliations of cash register receipts, etc.
- *Responsible for coordination on audits of the WAQ activities. Includes interacting with internal/external auditors, providing requested information, responding to inquiries, drafting/coordinating responses to findings, etc.
- *Responsible for Sales/POS and database services that support ticket sales, memberships, and events such as Rocket Rez, Card Knox and other vendors.
- *Responsible for E-Commerce compliance for credit card and cash transactions.
- Other duties as assigned
- Denotes Essential Functions
Education and Professional Work Experience
- Possession of a baccalaureate degree in business administration, accounting, human resources or related field and 3 year(s) of progressively responsible professional experience with responsibilities for financial accounting, fiscal administration, human resources, and/or business administration; any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
Knowledge, Skills and Abilities
- Considerable working knowledge of principles, practices and techniques in the field of accounting, human resources, or business 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 accounting, human resources, or business 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.
Supplemental Minimum Qualifications
- Strong organizational skills, attention to detail, and the ability to recommend and implement fiscal organization and management.
- Ability to meet critical deadlines, be an independent thinker and a team player, be flexible to ongoing changes and proficient in multitasking.
Desirable Qualifications
- Knowledge of UH and RCUH policies and procedures.
- ORS Grants and Contracts Certification
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: (1) cover letter indicating how you satisfy the minimum and desirable qualifications, (2) resume, (3) names and contact information of 3 professional references and (4) copies of transcripts with confidential identifiable information (i.e. social security number, birth date, etc.) redacted are acceptable, but official transcripts will be required at the time of hire.
Incomplete and late applications will not be considered.
Note: If you have not applied for a position before using NeoGov, you will need to create an account.
Inquiries: Judy Lemus; jlemus@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