Administrative Officer

Administrative Officer

Position Number: 0077511T Hiring Unit:
Institute for Astronomy

Location:

Honolulu, HI Date Posted:
September 10, 2026 Closing Date:
September 24, 2026 Band: B Salary: salary schedules and placement information Full Time/Part Time:
Full-time Month: 11-month Temporary/Permanent:
Temporary

• Under the general direction of the Administrative Services Manager, the position oversees the daily administrative services, facilities maintenance, fleet services, and event logistics of IfA Manoa facilities, as assigned.
• Responsible for managing the day-to-day operations of IfA's Office of Administrative Services in the Administrative Services Manager's absence.
• Works closely with the Director's Office and Administrative Services Manager in the administration of administrative resources and IfA Manoa facility-related operations and coordinates with faculty, staff, and business offices.
• Serves as IfA Manoa's designated building coordinator for facility-related requests and activities.
• Serves as a parking coordinator back-up and point of contact for IfA employees.
• Supervises lower-ranked administrative professional staff and student workers.
• Develops effective systems to manage the administrative functions of the Office of Administrative Services, including issue, task, and action tracking; follow-up with key individuals; and regular status reporting.
• Works with HR and the Director's Office to coordinate and process Tenure and Promotion guidelines, Faculty Contract Renewals and Periodic Reviews.
• Certifies the availability of funding and the propriety of expenditure for all documents initiated against organizational funds, including general, federal, private, revolving, and other funding sources.
• Signs or approves up to the authorized signing authority, or as designated by the Administrative Services Manager, subject to the approval of the Director.
• Prepares, processes and pre-audits fiscal-related documents such as requisitions, purchase orders, payments, reimbursements, travel, inventory, purchasing card (PCard), interdepartmental orders and deposits for various funds to ensure appropriateness, propriety and compliance with applicable laws, policies, procedures, rules and regulations.
• Prepares internal and external correspondence, reports, budget analyses and justifications, and summaries, including charts, tables, and graphics to present information to key individuals.
• Reviews, develops, and recommends administrative guidelines, procedures, and changes to work systems to ensure the effective and efficient delivery of service.
• Provides technical advice, interpretations, and/or 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.
• Other duties as assigned.

• Possession of a baccalaureate degree in Business Administration, Arts and Sciences, Education, or related fields and 3 years of progressively responsible experience with responsibilities for financial management, office management, and/or personnel administration; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills, and abilities as indicated.
• Considerable working knowledge of principles, practices, and techniques in financial management, office management, and/or personnel administration, as demonstrated by a broad understanding 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, theories, and systems associated with financial management, office management, and/or personnel administration.
• Demonstrated ability to resolve wide-ranging complex problems through the use of creative reasoning and logic to accurately determine the cause of problems and to resolve 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…