Job Description

Posting number: 2026-01953

Department: University of Hawai'i at Manoa - Institute for Astronomy

Job classification: ADMINISTRATIVE SUPPORT

Posting type: Open

Categories: Building & Safety, Facility Management, Accounting and Finance, Human Resources, Higher Education, Business, Office and Administrative Support

Summary

Title: 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

Duties and Responsibilities

• ** 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.

** Denotes Essential Functions

Minimum Qualifications

• 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 and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
• Demonstrated ability to operate a personal computer and apply word processing software.
• If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
• The ability to handle confidential information with excellent judgment and discretion is required.
• Excellent organizational abilities with attention to detail necessary.
• Demonstrated ability to set priorities, manage deadlines, work with diplomacy, poise and efficiency in a highly pressured environment.
• Demonstrated ability to execute special projects in a fast-paced office.
• Possess tactful communication and strong organizational background along with the ability to be flexible, professional, and creative in responding to rapid requests with very short turnaround.

Desirable Qualifications

• Experience in an institution of higher education or a complex organization supporting administrative services in a fast-paced environment is preferred.
• Familiar with administrative policies and procedures of the University of Hawaii or possesses the perspective and understanding of an educational institution similar to the University.

To Apply:

Click on the “Apply” button on the top right corner of the screen to complete an application and attach required documents . Applicants must submit the following:

1. Resume;
2. Cover letter indicating interest in the position and how the minimum and desirable qualifications of the position are met;
3. The names and contact information (telephone number and email address) of at least three professional references; and
4. Copies of educational transcripts with CONFIDENTIAL DATA (i.e. social security number, birthdate, etc.) REDACTED.

If requested transcripts are unobtainable by closing date, please indicate so where transcripts are required as an attachment. You will have a grace period of 7 days from the closing date (09/24/2026) to email copies of your transcripts to ifahr@hawaii.edu. Official transcripts will be required if selected to fill the position.

INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED.

Note: If you have not applied for a position before using NeoGov, you will need to create an account.

Inquiries: Llewelyn Yee, llewelyn@hawaii.edu

Examples of duties

The University of Hawai'i is an Equal Opportunity Institution and is committed to a policy of nondiscrimination in employment, including on the basis of veteran and disability status. For more information, visit: https://www.hawaii.edu/offices/eeo/policies/

Employment is contingent on satisfying employment eligibility verification requirements of the Immigration Reform and Control Act of 1986; reference checks of previous employers; and for certain positions, criminal history record checks.

In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, annual campus crime statistics for the University of Hawai'i may be viewed at: https://www.hawaii.edu/titleix/help/campus-security/, or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office.

In accordance with Article 10 of the unit 08 collective bargaining agreement, bargaining unit members receive priority consideration for APT job vacancies. As a result, external or non BU 08 applicants may not be considered for some APT vacancies. BU 08 members with re-employment rights or priority status are responsible for informing the hiring unit of their status.

Accommodation Request: The University of Hawai'i complies with the provisions of the Americans with Disabilities Act (ADA). Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the EEO coordinator directly. Determination on requests for reasonable accommodation will be made on a case-by-case basis. For further information, please refer to the following link: https://www.hawaii.edu/offices/eeo/accommodation-request/