Administrative Officer; Office Dean

Position: Administrative Officer (Office of the Dean) 0080187
Description

Title:

Administrative Officer (Office of the Dean)

Position Number: 0080187

Hiring Unit:
School of Nursing and Dental Hygiene (SONDH)

Location:

Honolulu / Manoa Campus

Date Posted:
June 16, 2026

Closing Date:
July 8, 2026

Band: B

Minimum Monthly Salary:
Salary Schedules and Placement Information

Full Time/Part Time:
Full Time (100% FTE)

Temporary/Permanent:
Permanent

Other Conditions

Position is expected to begin approximately July / August 2026 or as mutually acceptable. Renewal of appointment is dependent on performance, program needs and/or availability of funds. To know more about the SONDH, go to: (Use the "Apply for this Job" box below)./

Duties and Responsibilities

* Works closely with the Chief Administrative Officer (CAO) in the administration of the financial resources, services and systems of the SONDH, in collaboration with the Dean, Associate Dean(s), HSCN Director and heads of departments to ensure accurate & timely compliance with University policies and procedures, and state & federal rules & regulations.

* Prepares, implements, analyzes and evaluates annual budget projections and expenditure plans in accordance with established instructions, guidelines and operating instructions.

* Monitors, analyzes and interprets the department's financial condition and prepares financial reports for review of the CAO.

* Certifies funding availability and propriety of expenditure on all documents initiated against organizational funds which include general, federal, private, revolving and other funding sources.

* Signs or approves up to $15,000, or as designated by the CAO, subject to the approval of the Dean.

* Initiates, processes, reviews, maintains, reconciles & audits fiscal transaction reports, requests, journals & records in accordance with federal, state, UH & UHF requirements, and identifies and resolves discrepancies and prepares adjustments/corrections.

* Processes and monitors contracts and grants, including personnel, purchasing and disbursements, maintains accurate and timely records, and regularly produces reports on the financial status of various fund sources.

* Provides staff support to principal investigators in the review, preparation, analysis, solicitation, evaluation, and negotiation of contracts and modifications of a moderately difficult and complex nature.

* Serves as an alternate fiscal authority for SONDH; responsible for managing the day-to-day operations of SONDH's administrative offices in the absence of the CAO.

* Perform administrative services for the department.

* Prepares, processes & pre-audits fiscal-related docs like requisitions, purchase orders, payments, reimbursements, travel, inventory, purchasing card (PCard), interdepartmental orders & deposits for various funds to ensure appropriateness, propriety & compliance w/applicable laws, policies, procedures, rules & regulations.

* Administers the PCard program of assigned units including setup and closure of purchasing card accounts by maintaining, managing, reconciling and auditing / correcting monthly purchasing card purchases. Keeps track and follows up with PCard holders regarding outstanding/delinquent Procurement Card Document (PCDO) in SAP Concur or supporting documents for PCDOs.

* Serves as the primary department coordinator for the School's PCard Program with OPM, and point of contact for SONDH employees for questions regarding the School's PCard program.

* Prepares internal and external correspondence, reports, budget justifications, and summaries including charts, tables and graphics to present information.

* Reviews, develops and recommends administrative guidelines and procedures, and changes in the work systems for an effective and efficient delivery of service.

* Provides technical advice, interpretations and/or makes effective recommendations on matters including but not limited to financial, purchasing and property management.

* Resolves operational and administrative concerns/problems in accordance with applicable policies, procedures, rules and regulations.

* Ensures all concerned offices and team members are updated on projects and policy changes by actively soliciting, receiving, and providing clear, accurate and timely feedback to improve team performance.

* Works with HR in processing personnel/payroll-related transactions such as posting and/or approval of time sheets as the Business Office, generating payroll notification forms (UH/PNFs) as it relates to account changes or funding redistribution, among others, in accordance with UH and RCUH policies, procedures and deadlines.

* Serves as the primary point of contact for RCUH-related personnel transactions for assigned departments.

* Provides information and guidance to faculty/staff in the interpretation of UH personnel or administrative policies and procedures, bargaining unit contracts and other applicable State and Federal rules and regulations.

* Serve as the School's designated building coordinator for facility related requests and activities.

* Works with CAO and HR in…