Job Details

Title: Administrative Officer

Position Number: 0097193

Hiring Unit: RES & DEAN OF GRAD DIV, WATER RESOURCES RESEARCH CENTER

Location: UH at Manoa

Date Posted: December 1, 2025

Closing Date: December 12, 2025

Band: B

Salary:

Additional Salary Info: Band B, minimum $5,434

Full/Part Time: Full-Time

Month: 11-month

Temporary/Permanent: Permanent

Funding: General

Duties and Responsibilities

• Provides professional administrative support in fiscal and human resources management.
• Serves as a fiscal administrator and oversees and executes procurement activities, travel and inventory control with $25K signing authority.
• Assists WRRC faculty and staff in preparing grant applications for submission through UH MyGrant system and exterior funding agency systems (e.g. Grants.gov).
• Works with Office of Research Services (ORS) to determine the status of impending awards and establish new accounts upon receipt of award. Creates and processes subcontracts for grants and contracts as necessary.
• Establishes and maintains relationships with funding agencies, program officers, and potential collaborators to explore partnership opportunities.
• Assists with award processes, including allowable and allocable charges, prior approval requests, re-budget requests, no-cost extensions, special purchases, tracking reporting deadlines, addressing funding agency inquiries, and grant performance indicators.
• Directs the provision of contract and grants management that includes the establishment, maintenance, and closing of accounts.
• Reviews and approves procurement transactions for extramurally funded projects.
• Manages and monitors extramurally funded personnel and payroll transactions related to FTE and funding changes. Maintain accurate record‑keeping for the WRRC.
• Performs budget tracking and reconciliation for extramural accounts. Develops and maintains financial records/reports, ensures proper recording of expenditures and encumbrances and resolves erroneous actions accordingly.
• Analyzes, interprets, monitors, and creates financial reports to readily advise principal investigators of spending allocations & trends.
• Assists the Director of Water Resources Research Center (WRRC) with planning, developing, implementing and leading trainings and workshops for WRRC faculty and PIs on grant writing and proposal submission processes.
• Conducts comprehensive research of funding trends, policies, and guidelines to identify grant development strategies and relevant grant funding opportunities from federal agencies, foundations, and other sources in the areas of water resources.
• Keeps abreast of & interprets as necessary granting agency guidelines regarding grant proposal budgets, latest salary & fringe benefit information, including proposes changes, & exercises sound judgement in projecting personnel and other cost requirements.
• Tracks, facilitates, and organizes legislative efforts made on behalf of the WRRC.
• Assists and coordinates special projects for WRRC by establishing and maintaining collaborative endeavors to achieve its missions.
• Other related duties as assigned.

Minimum Qualifications

Education and Professional Work Experience:

Possession of a baccalaureate degree in business administration, business management, environmental science, or related field and 3 year(s) of progressively responsible professional experience with responsibilities for contracts, grants and/or program management, financial or cost accounting, non‑profit administration or 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 area of business administration/Management, budget/grants administration, financial accounting, non‑profit administration, or related field 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 contracts and grants management and intramural and extramural funding.
• 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 use various relevant programs for word processing, spreadsheet editing, and communications.
• If applicable, for supervisory work, demonstrated ability to lead subordinates, management work priorities and projects and manage employee relations.

Controls Over Position

• The incumbent may recommend or establish policy and procedures applicable to an assignment.
• The incumbent works independently without close supervision and performs most assignments with instructions as to the general results expected.
• Guidance is given on unusual or complex problems and procedures as needed.
• The incumbent's supervisor is kept informed of general plans and progress of work.

Desirable Qualifications

• Master's Degree in Business Administration/Management, Project Management, or related field.
• Experience as a grant Development Specialist or Project Administrator for a research academic, or business institution.
• Strong experience with procedures and regulations pertaining to federal grants, contracts, and cooperative agreements and with applicable state regulations.
• Experience in a sponsored project office or business office handling pre‑award functions for extramurally funded grants and contracts.
• Experience assisting with grant submissions to varying state and federal agencies and other funding agencies.
• Familiarity with UH and RCUH policies and procedures.
• Familiarity with grant funding databases, search engines, and resources.
• Experience using the Kuali Financial System (KFS), MyGrant, Research.gov, Grants Online, Grants.gov and other applicable software applications or similar systems.
• Familiarity in the field(s) of climate science, hydrological sciences, water quality, public health science, ecology, water and wastewater engineering, and environmental assessment and protection.

To Apply:

• a cover letter indicating how you satisfy the minimum and desirable qualifications;
• current resume;
• official transcripts confirming degree completion (copies acceptable; however official transcripts sent directly from the degree granting institution required upon hire);
• Three (3) professional references (complete with contact information including e‑mail address)

Late or 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

Kevin Nishimura, ...@hawaii.edu

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