Administrative Officer; UHCDC

Title:

Administrative Officer

Position Number: 0097282T

Hiring Unit:
School of Architecture (UHCDC)

Location:

UH at Manoa

Date Posted: 12/21/2025

Closing Date: 01/11/2026

Band: B

Salary: $5,434/mo

Full Time/Part Time:
Full-time

Month: 11-month

Temporary/Permanent:
Temporary

Other

Conditions:

To begin February 1, 2026 or soon thereafter. Renewal dependent upon satisfactory performance and/or availability of funds.

• Perform a full range of administrative, fiscal, and personnel duties to support the daily operations of the University of Hawaii Community Design Center (UHCDC), in close collaboration with UHCDC Director, SOA fiscal and administrative office, and PI's.
• Maintain, reconcile, and audit internal fiscal information for the University of Hawaii Community Design Center (UHCDC). Review accounts within UHCDC and University of Hawaii at Manoa (UHM) systems. Troubleshoot and direct correction on areas of concern.
• Analyze and ensure accuracy and completeness of purchase and payment documents in compliance with University policies and procedures. Verify calculation, fund availability, grant or contract terms, and contract periods before approval.
• Prepare and monitor UHCDC monthly, quarterly, and annual financial reports and other projects' administrative requirements.
• Prepare and monitor UHCDC project invoices and income.
• Reconcile UHCDC payroll and other project expenses to correct project accounts on a monthly basis.
• Provides advice to UHCDC Director and Principal Investigators (PIs) with UHCDC staff position requests and hiring practices.
• Develop short term and long range planning with UHCDC Director and PIs.
• Provide support to UHCDC Director and PIs on contract development, routing, and signing.
• Monitor overall UHCDC funding and budgets per institution, agency, grant and contract in coordination with UHCDC Director.
• Manage the maintenance of current equipment and controlled property inventory records.
• Orient, train and coordinate with new faculty, PIs or staff on program/departmental policies and procedures as it relates to UHCDC activities.
• Use existing systems or develop new procedures in collaboration with the School of Architecture and UHM to efficiently track overall UHCDC accounts. Utilizes this information to prepare reports for review, monitoring and other purposes.
• Prepare and review grant proposals for submission, ensuring compliance with applicable state and federal laws, regulations, policies & procedures. Advise on guidelines to comply with University's mission.
• Responsible for the provision of purchasing and procurement of goods, and services within fiscal authority, including signing authority up to $24,999.
• Recommend changes to program policies, standard operating procedures, web-based resources and evaluation to improve operations to achieve the most efficient and economical service.
• Work directly with PIs to process travel requests and completion reports for cost and no-cost travel to ensure funds spent are in accordance with University and/or sponsors' policies and procedures on UHCDC project related travel.
• Coordinate and perform a variety of tasks that facilitate the day-to-day operations of UHCDC.
• Responsible for managing daily facility-related operations and expenses.
• Collaboratively identify, coordinate, evaluate, and solve problem areas within UHCDC.
• Develop and advise on updates to the UHCDC website, newsletters, and other communications to maximize efficient transmission and capture of UHCDC activities.
• Implement new policies, procedures, and guidelines as it pertains to the department, University, affiliated institutions and sponsoring agencies.
• Manage the engagement, research, and design work of student hires within UHCDC on projects as applicable.
• Other duties as assigned.

Denotes Essential Functions

• Possession of a baccalaureate degree in Business Administration and/or Management or related field and 3 year(s) of progressively responsible professional experience with responsibilities for financial and/or cost accounting; 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 the area of financial and/or cost accounting and personnel administration as demonstrated by the broad knowledge 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 and theories and systems associated with financial, and/or cost accounting and personnel administration.
• 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.
• Demonstrated ability to interpret and present information and ideas…