Administrative Officer

Administrative Officer

The University of Hawaii at Hilo (UH Hilo) is a public liberal arts and sciences university on the Island of Hawaii, recognized for its integration of cultural immersion and place-based research that leverages the island's extraordinary geological, biological, and cultural diversity. A comprehensive, regional campus within the ten-campus University of Hawaii System, UH Hilo offers high-quality undergraduate and select postgraduate education, with distinctive strengths in areas such as marine science, geology, astronomy, and Hawaiian language revitalization, while advancing research, scholarship, and creative activity that support community needs, environmental stewardship, Indigenous knowledge systems, and workforce development for the State of Hawaii.

The Administrative and Fiscal Operations Coordinator provides administrative and fiscal support for all project activities associated with a federally funded U.S. Department of Education project administered through Kipuka. The Administrative and Fiscal Operations Coordinator works closely with the Principal Investigator/Project Director, project staff, UH Hilo administrative and fiscal offices, and other campus units to ensure project activities and expenditures are processed accurately, efficiently, and in accordance with University, State, federal, and grant requirements.

The position monitors project budgets and expenditures, maintains fiscal and administrative records, identifies and assists in resolving issues, coordinates project activities, procurement, personnel actions, travel, documentation, and reporting to support effective grant implementation and compliance with institutional and federal requirements.

Duties and Responsibilities (
* denotes essential functions):

• * Coordinate and manage day-to-day fiscal and administrative operations for the federally funded project, ensuring project activities and expenditures are processed in accordance with applicable University, State, federal, and grant requirements.
• * Monitor project budgets, expenditures, encumbrances, available balances, and spending activity; maintain internal fiscal records and tracking systems; reconcile fiscal information with University financial records; and identify discrepancies, projected shortfalls, unspent balances, or other fiscal concerns requiring attention.
• * Coordinate and process procurement and purchasing activities, including requisitions, purchase orders, payment requests, contracts, vendor documentation, and other fiscal transactions. Review documentation for accuracy, completeness, appropriate funding, and compliance with applicable requirements prior to submission.
• * Coordinate administrative processes associated with project personnel, including recruitment and hiring documentation, personnel actions, payroll-related documentation, student employment, and other human resources processes. Track appointments, funding periods, and personnel expenditures to support timely and accurate processing.
• * Assist the Principal Investigator/Project Director with fiscal planning and grant management by preparing budget projections, expenditure summaries, financial reports, and other fiscal information necessary to support project implementation and decision-making.
• * Review fiscal and administrative transactions and supporting documentation to identify potential compliance concerns, processing issues, or inconsistencies and work with appropriate University offices and project personnel to resolve issues in a timely manner.
• Maintain organized and accurate fiscal, personnel, procurement, and administrative records and documentation to support project monitoring, annual reporting, audits, and grant closeout requirements.
• Assist with project reporting requirements, including annual performance reports, budget revisions, continuation requests, and other institutional or federal grant reports, by compiling and organizing required fiscal, personnel, procurement, and administrative information.
• Serve as a project liaison with appropriate UH Hilo and University of Hawaii System offices on fiscal and administrative matters, including budgeting, procurement, human resources, contracts, and grant administration.
• Provide fiscal and administrative guidance to project staff regarding applicable procedures, documentation requirements, timelines, and allowable processes to facilitate efficient implementation of grant-funded activities.
• Develop and maintain internal administrative procedures,…