Description

Title: Administrative Support (Operations Coordinator)

Position Number: 0096728

Hiring Unit: Physics & Astronomy, College of Natural Sciences

Location: UH Manoa Campus

Date Posted: July 09, 2025

Closing Date: July 23, 2025

Band: B

Salary: salary schedules and placement information

Full Time/Part Time: Full-time

Temporary/Permanent: Permanent

Duties and Responsibilities

* *Responsible for providing professional-level support in assisting the Department Chair with reviewing and analyzing program issues, preparing and drafting program reports, correspondence, and other pertinent documents. * *Initiates procurement of equipment & supplies, including preparation of specifications and securing appropriate bids from vendors. * *Maintains accurate account of project budget information and expenditures, develops financial spreadsheets, and performs regular audits and reconciliations as necessary. * *Reviews monthly expenditures. Works closely with the College of Natural Sciences Business Office to ensure compliance with the funding agency's requirements. * *Prepares, facilitates, and/or processes requisitions, direct payments, travel requests/completions, contracts, stipends, and other related procurement and fiscal activities in compliance with agency and University, RCUH, UHF, grants/sponsors rules and regulations. * Keeps abreast of current University policies, procedures, regulations, directives and State and Federal statutory requirements, i.e., Hawaii Revised Statutes, Hawaii Administrative Rules, and Federal Acquisition Regulations. * *Collaborates with PIs in preparing grant applications by formulating budgets, proofreading budget narratives, and working with the College of Natural Science's Business Office to ensure MyGrant submission is timely and accurate. * Establishes and maintains large databases for associated programs. * Reviews departmental PCard transactions and reallocates expenses to appropriate codes for submission to the College's Business Office * May serve as a working supervisor for lower rank personnel, student hires, and volunteers. * *Attends training to ensure compliance with applicable laws, rules, policies, procedures and practices, especially when offered by the College's Business Office * *Manages the maintenance of current equipment and controlled property inventory records * Other duties as assigned.

Minimum Qualifications

1.Possession of a baccalaureate degree in Business Administration or related field and 3 year(s) of progressively responsible professional experience with responsibilities for Business Administration/Management; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

2.Considerable working knowledge of principles, practices and techniques in the field of Business Administration/Management 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 systems associated with Business Administration/Management.

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.

Desirable Qualifications

1.Possession of a master's degree in Business Administration or related field.

2.Familiarity with administrative policies and procedures of the University of Hawaii or possesses the perspective and understanding of an educational institution similar to University of Hawaii.

To Apply:

Click on the "Apply" button on the top right corner of the screen to complete an application and attach required documents. Applicant must submit the following:

(1) Resume;

(2) Cover letter indicating interest in the position and how the minimum and desirable qualifications of the position are met;

(3) The names and contact information (telephone number and email addresses) of at least three professional references; and

(4) Copies of educational transcripts with CONFIDENTIAL DATA (i.e. social security number, birthdate, etc) REDACTED. If requested transcripts are unobtainable by closing date, please indicate in where transcripts are required as an attachment. You will have a grace period of 7 days from the closing date (July 23, 2025) to email copies of your transcripts to cnshr@hawaii.edu. Official transcripts will be required if selected to fill the position.

INCOMPLETE 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: Veronica Bindi, Department Chair, bindi@hawaii.edu

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/