Title: Administrative Officer
Position Number: 0097580T
Hiring: Department of Ocean and Resources Engineering, School of Ocean and Earth Science and Technology (SOEST)
Location: Manoa Campus
Date Posted: July 6th, 2026
Closing Date: August 15th, 2026
Band: B
Salary: salary schedules and placement information
Full Time/Part Time: Full Time
Temporary/Permanent: Temporary
Other Conditions: To begin approximately August 2026. This position is annually renewable contingent upon satisfactory performance and/or availability of funding.
Duties and Responsibilities
- Serves as the Program Administrator for the SMART Cables International Programme Office (SMART IPO) and provides comprehensive programmatic management and coordination of administrative, fiscal, operational, travel, and human resources support.
- Advises the principal investigators (PI), Director of the IPO, and supervisors on the progress/status/condition of projects assigned, anticipated problems, major policy changes expected affecting the specialized area, completion of projects assigned, and solution options; tracks action items and supports leadership decision-making.
- Provides advice, interpretations and makes effective recommendations, including the development of options and alternatives, regarding applicable policies, procedures and other administrative requirements to various PIs, research staff, and project personnel.
- Independently resolves operational and/or administrative/fiscal issues in accordance with applicable policies and procedures.
- Administers and manages grant awards and subawards to comply with agency guidelines in accordance with applicable laws, rules and regulations.
- Prepares, analyzes, interprets, and reconciles project/program budget projections, expenditures, financial status, and cost analyses by monitoring/managing financial and personnel transactions; reports changes/discrepancies to project PIs.
- Creates and maintains spreadsheets to monitor project spending and balances for various accounts and subawards and provides timely updates for the PI (i.e., budget status, reporting and fiscal deadlines, tracking of financial flows and achievement of timelines for grant deliverables, etc.).
- Coordinates pre-award and post-award activities with UH, RCUH, and external partners.
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Assists various PIs with preparation, editing, formatting, and submission of research grant proposals, research project scopes of work, project updates, progress reports, presentations, and official correspondence.
- Advises PIs and research staff on appropriate guidelines/policies for procuring equipment, purchasing goods/services, and human resources.
- Manages project personnel, onboarding, student assistants, and maintains equipment inventory.
- Prepares and evaluates summaries of technical requests for bids, services, research contracts, consultant subcontracts, and agreements; monitors performance and payments.
- Responsible for the preparation, review and audit of purchasing/expenditure/travel/personnel documents for programs/projects and ensures compliance with applicable regulations/practices.
- Maintains organized records and repositories, including lists of publications, proposals, contact databases, email distribution lists, and other SMART IPO administrative records.
- Manages the maintenance of the SMART IPO webpage and related administrative information resources.
- Organizes and coordinates all aspects of project meetings, conferences, workshops, and domestic and international travel.
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Receives training relative to policies and procedures of specialty area.
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Other duties as assigned.
Minimum Qualifications
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Possession of a baccalaureate degree in business administration, finance, accounting, public administration or related field and three (3) years of progressively responsible professional experience with responsibilities for research administration, fiscal management, and project coordination; 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 research administration and fiscal management 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 externally funded research programs.
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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, and spreadsheet and presentation software.
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If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
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Experience and working knowledge in policies and procedures, administrative rules and regulations in a public university setting.
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Demonstrated ability to analyze, interpret and apply general administrative rules and regulations to a variety of work situations.
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Ability to exercise judgment, tact, and discretion in applying and explaining policies and procedures.
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Demonstrated ability to communicate effectively and professionally with supervisors, colleagues, and internal and external stakeholders, and to provide timely status updates on assigned tasks.
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Proven ability to independently research and solve complex problems.
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Experience coordinating meetings, workshops, conferences, and domestic and international travel.
Desirable Qualifications
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Professional experience in an organized research unit in a higher education setting or a large multi-facet enterprise or equivalent organization.
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Knowledge and working experience with UH and RCUH financial and human resource management and its related on-line systems or comparable database systems.
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Knowledge and experience preparing extramural grant proposals and managing extramural grant awards.
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Experience supporting externally funded research programs, including coordination of pre-award and post-award activities.
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Experience providing administrative support in a scientific or research environment.
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Experience coordinating or providing guidance to student assistants or temporary personnel.
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Demonstrated ability to create resource materials, update as necessary, and distribute in a timely manner, including but not limited to guidebooks,
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resource lists, and website information.
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Considerable working experience with UH information systems such as Kuali Financial System, eTravel, Banner, STAR, and SECE.
To Apply:
. Applicants must submit (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 applications will not be considered. NOTE: Please create a new account if this is your first time applying for a position using NEOGOV.
Inquiries:
Bruce Howe; 808-956-0466; bhowe@hawaii.edu
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/
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