Job Details

Title: Administrative Officer, Senior
Position Number: NEW (#0096513T)
Hiring Unit: OFFICE OF THE PROVOST, OFC OF GLOBAL ENGAGEMENT
Location: UH at Manoa
Date Posted: May 30, 2025
Closing Date: June 16, 2025
Band: B
Salary: salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Temporary possibility for conversion to permanent

Other conditions: Continuation of temporary position is dependent on availability of funds and satisfactory work performance.

Duties and Responsibilities

*Serves as the lead Fiscal Authority for the Office of Global Engagement (OGE) and all reporting units, providing direction and advice to the Assistant Provost (Chief Global Officer) of OGE and unit directors on fiscal policies, procedures, and business operations.

*Provides innovative leadership in driving the effective execution of the strategic plan for global engagement.

*Provides the full range of administrative and fiscal duties to support the daily operations of the Office of Global Engagement.

*Reviews and maintains organizational charts and functional statements for OGE and reporting units.

*Collaborates with the Manoa Office of Business & Finance (MBF) Human Resources Office by performing a broad range of human resources functions, including but not limited to drafting position descriptions, compensation related requests, memos, processing new hires forms, and generating PNFs in PeopleSoft.

*Develops, Implements and maintains sustainable financial models for global activities, including global locations, study abroad sites, exchange, summer Manoa, and international student recruitment.

*Models, forecasts, and evaluates financial aspects of new and modified programs and activities, with the goal of growing global activities as both self-sustaining and revenue-generating programs.

*Creates, implements, and maintains planning, budget, accounting, and reporting systems that are accurate, compliant, and flexible.

*Oversees recruitment process for OGE and reporting units to ensure accuracy and compliance with University policies and procedures, collective bargaining agreements, and applicable state and federal laws. *Collaborates in developing, improving and safeguarding systems and best practices designed to facilitate safe and successful international travel for UH Manoa faculty, staff, and students.

*Advises the Assistant Provost of Global Engagement on financial matters involving the negotiation, development, and review of contracts for global operations, partnerships, and recruiting agencies, in collaboration with the Office of General Counsel. Oversees the day-to-day financial aspects of international contracts.

*Ensures compliance with international laws and regulations related to global partnerships, contracts and operations. This includes contracts/agreements, export control, data governance, and other critical areas to mitigate risks associated with agreements and activities involving students, faculty, and staff traveling, studying, and working abroad.

*Conducts and oversees training sessions regarding fiscal and administrative policies and procedures and ensures that all training focuses on effective customer service and improving operational effectiveness and efficiency for units and the Global Engagement Office.

*Serves as the first backup support for fiscal-related actions in the Office of the Provost, Office of the Vice Provost for Academic Excellence, Office of the Vice Provost for Research and Scholarship, and the Manoa Office of Business and Finance as needed.

Ensures a customer-service-driven approach is consistently reflected in interactions with OGE units, campus departments, and external stakeholders.

Attends meetings with or on behalf of the Chief Global Officer in areas related to finance, administration, and operations, as appropriate.

Provides representation on university committees, as appropriate.

Other duties as assigned.

*Serves as the lead Fiscal Authority for the Office of Global Engagement (OGE) and all reporting units, providing direction and advice to the Assistant Provost (Chief Global Officer) of OGE and unit directors on fiscal policies, procedures, and business operations.

*Provides innovative leadership in driving the effective execution of the strategic plan for global engagement.

*Provides the full range of administrative and fiscal duties to support the daily operations of the Office of Global Engagement.

*Reviews and maintains organizational charts and functional statements for OGE and reporting units.

*Collaborates with the Manoa Office of Business & Finance (MBF) Human Resources Office by performing a broad range of human resources functions, including but not limited to drafting position descriptions, compensation related requests, memos, processing new hires forms, and generating PNFs in PeopleSoft.

*Develops, Implements and maintains sustainable financial models for global activities, including global locations, study abroad sites, exchange, summer Manoa, and international student recruitment.

*Models, forecasts, and evaluates financial aspects of new and modified programs and activities, with the goal of growing global activities as both self-sustaining and revenue-generating programs.

*Creates, implements, and maintains planning, budget, accounting, and reporting systems that are accurate, compliant, and flexible.

*Oversees recruitment process for OGE and reporting units to ensure accuracy and compliance with University policies and procedures, collective bargaining agreements, and applicable state and federal laws. *Collaborates in developing, improving and safeguarding systems and best practices designed to facilitate safe and successful international travel for UH Manoa faculty, staff, and students.

*Advises the Assistant Provost of Global Engagement on financial matters involving the negotiation, development, and review of contracts for global operations, partnerships, and recruiting agencies, in collaboration with the Office of General Counsel. Oversees the day-to-day financial aspects of international contracts.

*Ensures compliance with international laws and regulations related to global partnerships, contracts and operations. This includes contracts/agreements, export control, data governance, and other critical areas to mitigate risks associated with agreements and activities involving students, faculty, and staff traveling, studying, and working abroad.

*Conducts and oversees training sessions regarding fiscal and administrative policies and procedures and ensures that all training focuses on effective customer service and improving operational effectiveness and efficiency for units and the Global Engagement Office.

*Serves as the first backup support for fiscal-related actions in the Office of the Provost, Office of the Vice Provost for Academic Excellence, Office of the Vice Provost for Research and Scholarship, and the Manoa Office of Business and Finance as needed.

Ensures a customer-service-driven approach is consistently reflected in interactions with OGE units, campus departments, and external stakeholders.

Attends meetings with or on behalf of the Chief Global Officer in areas related to finance, administration, and operations, as appropriate.

Provides representation on university committees, as appropriate.

Other duties as assigned.

* Denotes Essential Functions

Description

Title: Administrative Officer, Senior
Position Number: NEW (#0096513T)
Hiring Unit: OFFICE OF THE PROVOST, OFC OF GLOBAL ENGAGEMENT
Location: UH at Manoa
Date Posted: May 30, 2025
Closing Date: June 16, 2025
Band: B
Salary: salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Temporary possibility for conversion to permanent

Other conditions: Continuation of temporary position is dependent on availability of funds and satisfactory work performance.

Duties and Responsibilities

*Serves as the lead Fiscal Authority for the Office of Global Engagement (OGE) and all reporting units, providing direction and advice to the Assistant Provost (Chief Global Officer) of OGE and unit directors on fiscal policies, procedures, and business operations.

*Provides innovative leadership in driving the effective execution of the strategic plan for global engagement.

*Provides the full range of administrative and fiscal duties to support the daily operations of the Office of Global Engagement.

*Reviews and maintains organizational charts and functional statements for OGE and reporting units.

*Collaborates with the Manoa Office of Business & Finance (MBF) Human Resources Office by performing a broad range of human resources functions, including but not limited to drafting position descriptions, compensation related requests, memos, processing new hires forms, and generating PNFs in PeopleSoft.

*Develops, Implements and maintains sustainable financial models for global activities, including global locations, study abroad sites, exchange, summer Manoa, and international student recruitment.

*Models, forecasts, and evaluates financial aspects of new and modified programs and activities, with the goal of growing global activities as both self-sustaining and revenue-generating programs.

*Creates, implements, and maintains planning, budget, accounting, and reporting systems that are accurate, compliant, and flexible.

*Oversees recruitment process for OGE and reporting units to ensure accuracy and compliance with University policies and procedures, collective bargaining agreements, and applicable state and federal laws. *Collaborates in developing, improving and safeguarding systems and best practices designed to facilitate safe and successful international travel for UH Manoa faculty, staff, and students.

*Advises the Assistant Provost of Global Engagement on financial matters involving the negotiation, development, and review of contracts for global operations, partnerships, and recruiting agencies, in collaboration with the Office of General Counsel. Oversees the day-to-day financial aspects of international contracts.

*Ensures compliance with international laws and regulations related to global partnerships, contracts and operations. This includes contracts/agreements, export control, data governance, and other critical areas to mitigate risks associated with agreements and activities involving students, faculty, and staff traveling, studying, and working abroad.

*Conducts and oversees training sessions regarding fiscal and administrative policies and procedures and ensures that all training focuses on effective customer service and improving operational effectiveness and efficiency for units and the Global Engagement Office.

*Serves as the first backup support for fiscal-related actions in the Office of the Provost, Office of the Vice Provost for Academic Excellence, Office of the Vice Provost for Research and Scholarship, and the Manoa Office of Business and Finance as needed.

Ensures a customer-service-driven approach is consistently reflected in interactions with OGE units, campus departments, and external stakeholders.

Attends meetings with or on behalf of the Chief Global Officer in areas related to finance, administration, and operations, as appropriate.

Provides representation on university committees, as appropriate.

Other duties as assigned.

* Denotes Essential Functions

Minimum Qualifications

Possession of a baccalaureate degree in Business Administration, Management, Accounting or related field, and 4 years of progressively responsible professional experience with responsibilities for business/ fiscal 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 area of business/ fiscal 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 business/ fiscal 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, apply word processing, spreadsheet, and presentation software.

If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.

Demonstrated ability to multi-task and perform in a high paced environment.

Excellent communication, interpersonal, and leadership skills

Desirable Qualifications

Knowledge of fiscal, budget, and human resource policies and procedures of the State of Hawai'i or other governmental jurisdictions.

Strong understanding of international financial practices.

Demonstrated experience working with various contracts for global operations, partnerships, and recruiting agencies in an institute of higher education.

Progressively responsible professional experience with responsibilities for international business and/or fiscal administration in relation to global engagement in an institute of higher education.

Familiarity with the University of Hawaii at Manoa Office of Global Engagement and reporting units.

Demonstrated experience working with a Study Abroad Program within an institute of higher education.

Experience with UH, RCUH and UH Foundation administrative policies and procedures.

Familiarity with KFS, UH Foundation and RCUH on-line systems.

Demonstrated experience working with E-Travel System processing international travel requests.

To Apply:
If you have not applied for a position before using NeoGov, you will need to create an account.

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

Cover letter indicating your interest in the position and how you satisfy the minimum and desirable qualifications;

Resume;

Names and contact information (telephone number and email addresses) of three (3) professional references; and

Copy of unofficial transcripts (official transcripts will be required at the time of hire). Academic record/grade summaries will NOT be accepted. Copy of diplomas will NOT be accepted.) Documents issued from an institution outside the United States of America require a course-by-course analysis with an equivalency statement from an agency having membership with the National Association of Credential Evaluation Services, Inc., verifying the degree equivalency to that of an accredited institution within the USA. Expense of the evaluation shall be borne by the applicant.

IMPORTANT: If multiple applications are received from the same candidate, only the last one will be reviewed. Please DO NOT include any self-identifying photos, REFERENCES TO SOCIAL SECURITY NUMBERS AND BIRTH DATE on any documents within the application packet. All items become the property of the University of Hawaii and will not be returned. Only complete applications will be passed on to the search committee for consideration. Incomplete or unreadable application materials will not be considered.

Inquiries: April Quinn, 808-###-####, ...@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:

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: , 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:

About the company

The University of Hawaiʻi System, formally the University of Hawaiʻi and popularly known as UH, is a public college and university system that confers associate, bachelor's, master's, and doctoral degrees through three universities, seven community col...

Notice

Talentify is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.

Talentify provides reasonable accommodations to qualified applicants with disabilities, including disabled veterans. Request assistance at ...@talentify.io or 407-###-####.

Federal law requires every new hire to complete Form I-9 and present proof of identity and U.S. work eligibility.

An Automated Employment Decision Tool (AEDT) will score your job-related skills and responses. Bias-audit & data-use details: www.talentify.io/bias-audit-report . NYC applicants may request an alternative process or accommodation at ...@talentify.io or 407-###-####.

#J-18808-Ljbffr