Title: Administrative Officer
Position Number: 0097581T
Hiring Unit: College of Tropical Agriculture and Human Resilience (CTAHR), Natural Resources & Environmental Management (NREM)
Location: Hilo, HI
Date Posted: July 18, 2026
Closing Date: July 31, 2026, 11:59PM HST
Band: B
Salary : salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Temporary
Other Conditions: This position is subject to availability of funding and renewal is contingent upon satisfactory performance, staffing requirements, and/or availability of funding. For best consideration, all application materials should be submitted by July 31, 2026, 11:59PM HST. Complete applications and required document attachments must be submitted before close of vacancy. Incomplete applications will not be reviewed by the hiring committee. Please see application instructions.
Duties and Responsibilities
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**Manages financial planning functions and execution in collaboration with the program leadership and support staff.
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**Prepares budgets for proposals, and tracks actual expenditures, determines cost projections (for purchasing, contracting and hiring), and maintains current reports on the status of accounts as obtained from the fiscal officer and support staff.
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**Generates program reports including information on expended, encumbered, and projected expenses.
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**Manages procurement and payment documents for projects in accordance with established policies, procedures, and regulations.
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**Solicits quotations and bids, prepares purchase requisitions, purchase orders, direct payment documents, and supporting purchasing documents such as sole source and cost price reasonableness forms.
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**Advises project staff on policies and procedures related to procurement/payments.
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**Distributes purchase orders and payments to vendors.
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**Provides administrative support to PIs, Ecosystems and Landcare staff, students and research program.
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**Schedules meetings, tracks and consolidates action items, and creates indices of relevant research and products produced by Ecosystems and Landcare faculty and staff.
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**Manages pre and post-grant support including preparation of proposal budgets, processing proposals, requests to funding agencies, and obtaining appropriate University approvals.
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**Facilitates the efficient execution of contract, grant, and/or award processes, applications, and related actions (via online, paper, etc.) systems and methods.
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**Ensures timely and effective transactions are processed with accuracy and quality consistent with UH and/or RCUH requirements.
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**Compiles and tracks of contact and agency leads across project areas.
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**Facilitates UH and RCUH personnel documents and transactions in accordance with established policies, procedures, and regulations.
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**Contributes to the execution of other personnel functions, including but not limited to, preparing draft position descriptions, annual performance evaluations, pay adjustments.
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**Inputs, reviews, and approves HR Portal transactions, including eTimesheets on behalf of or in the absence of the PI with the PI's concurrence.
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**Facilitates travel requests and completions in compliance with established policies, procedures and regulations.
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**Advises project staff on administrative policies and procedures.
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**Provides logistical support for project events including seminars, workshops, and conferences including scheduling rooms and arranging for Audio/Video equipment.
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**Coordinates hotel, catering, and meeting room reservations and logistics for conferences and workshops hosted by project. Directs registration activity during these conferences, workshops and receptions.
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Establishes or refines best practices and mastering use of business process software and applicable pre/post award software systems.
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Performs other duties as assigned.
** Denotes essential functions
Minimum Qualifications
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Possession of a baccalaureate degree in business administration, public administration, or related field and 3 year(s) of progressively responsible professional experience with responsibilities for contracts and grants management or relevant business experience; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
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Considerable working knowledge of principles, practices and techniques in the area of contracts and grants management or relevant business experience as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.
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Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with contracts and grants management or relevant business experience.
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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.
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Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.
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Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
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Demonstrated ability to operate a personal computer, apply word processing software.
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If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
Desirable Qualifications
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Master's Degree from an accredited college or university.
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Experience as a research or management support professional.
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Knowledge of applicable State/Federal fiscal/financial, procurement, and other regulations of pre/post-awards management.
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Knowledge and work experience involving UH and/or RCUH policies/procedures.
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Expertise in financial systems.
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Previous work with local colleges and universities and/or with local or federal funding agencies.
TO APPLY: If you have not applied for a position before using NeoGov, you will need to create an account.
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Cover letter indicating how you satisfy the minimum and some, if not all, desirable qualifications;
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Resume/Curriculum vitae (CV);
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Names of three (3) professional references (contact information including email address); and
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Official transcripts or original documentation from the institution confirming the degree (copies acceptable; however, official transcripts sent directly from the degree-granting institution are required upon hire).
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Any confidential data should be redacted (e.g. social security number, date of birth, etc).
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Diplomas will not be accepted.
Note: Complete applications and required document attachments must be submitted before close of vacancy. Incomplete applications will not be reviewed by the hiring committee.
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/
