Administrative Officer; Imiloa and Hawaiian Language Medium Pathways Job Hilo area,Hawaii USA,Management

Position: Administrative Officer (Imiloa and Hawaiian Language Medium Pathways) (pos#0097093)

Administrative Officer (Imiloa And Hawaiian Language Medium Pathways)

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 priorities for the State of Hawaii.

Imiloa is a bilingual science and culture center and outreach organization of the University of Hawaii loa is dedicated to serving local and visitor communities through quality education programs strengthened by the core academic offerings of UH Hilo. Our programs and services include, but are not limited to PreK-12 grade programs, after school programs, day camps, Hawaiian language and culture-based enrichment programs that focus on local science research, cultural advancement and environmental stewardship.

Imiloa brings together members of the Hawaiian and scientific communities to share a common vision for the future, bringing information about the cultural and natural history of Maunakea to students, teachers, our local residents, and visitors from around the world. Imiloa links to early Polynesian navigation history and knowledge of the night skies, and today's renaissance of Hawaiian culture and way finding with parallel growth of scientific developments on Hawaii Island.

The Administrative Officer provides critical leadership and oversight for the administrative, fiscal, and operational functions supporting the Imiloa Astronomy Center and the Hawaiian Language Medium Pathways associated programs. This role is central to ensuring compliance, strategic financial management, and efficient operations across all program areas, allowing the center to advance its mission of blending science, Hawaiian culture, and educational pathways.

Duties And Responsibilities

(
* denotes essential functions)

Provides a broad scope of administrative and staff oversight in the following field of assignment:
Fiscal management, Grants, HR, Travel, Cash handling / Deposits and Procurement for all Hawaii Imiloa and Hawaiian Medium Pathways associated programs. Direct supervision of staff executing the aforementioned tasks.

Synthesizes project activities, progress, obstacles, and achievements into high-level reports for the Executive Director.

Serves as the primary administrative lead for the unit. Provides policy guidance, and manages essential documentation across human resources/payroll, procurement, travel, facilities maintenance, data security, and grant administration.

Reconciles monthly program expenditures with university-generated reports - i.e. compares internal records with university-generated reports.

Monitors expenditures and maintains control of spending in accordance with budget plans or grant expenditure plans.

Completes, reviews, maintains, reconciles and audits fiscal transaction reports, forms, requests, and records in accordance with Federal, State and University requirements.

Interprets and advises on fiscal matters including development of options/alternatives and recommendations on budget policies, procedures, strategic fund transfers, and instructions. Assists Director in planning and budgeting for various program activities.

Coordinates with the UH Hilo Human Resources Office in establishing, classifying, and re-describing positions.

Assists the Director and faculty/staff in submitting grant proposals for continued funding from various sponsoring agencies.

Supports and assists the strategic vision and goals of pertinent unit programs by fostering a cohesive work unit in aid of the mission and objectives of Imiloa and Hawaiian Language Medium Pathway Educational Programs.

Collaborates with the Budget and Financial Directors of UH Hilo to effectively execute fiscal, procurement and other policies & procedures.

Monitors and maintains internal fiscal records across general, special, extramural, RCUH, ORS, and UH Foundation accounts.

Manages end-to-end purchasing process, including bids, technical specifications, vendor quotes, and requisitions in accordance with applicable regulations.

Attends training to ensure compliance with proper policies and procedures and to learn innovative business practices. Participate in liaison meetings and training, as appropriate, and lead the implementation of new or revised processes, systems, or policies.

Exercises utmost discretion, diplomacy and professionalism in all matters, especially those involving confidential or sensitive information.

Other duties as…