Description
Title: Admin Services Manager
Position Number: 0078038
Hiring Unit: Institute for Astronomy
Location: Honolulu, Hawai‘i
Date Posted: July 16, 2025
Closing Date: July 30, 2025
Band: C
Salary : salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Permanent
Duties and Responsibilities
1.*Serve as the Chief Administrative Services Officer, responsible for the management and administration of areas including, but not limited to, accounting, finance, human resources, organization and facilities management.
2.*Serves as IfA's designated approving authority, appointments and extensions of faculty, APT, Graduate Assistants, non-compensated appointees, casual employees, etc.
3.*Serve and supervise as IfA's custodian of record for respective administrative operations; respond to requests for information from all sources including attorneys, ensuring compliance with the provisions of UIPA, CBAs, and other applicable laws/regulations.
4.*Direct biennium budget planning and preparation in collaboration with the IfA Director. Formulate annual operating budgets and develop internal allocations across Manoa, Hilo and Maui operations. Prepare expenditure plans, maintains expenditure controls.
5.*Plan, organize, and direct the accounting, procurement, and inventory management functions of the IfA.
6.*Keep abreast of current collective bargaining agreements, BOR policies, University Executive and Administrative policies, and State and Federal laws and regulations and advise the Director, Associate Director, faculty and staff on such matters
7.*Participate in formulating IfA’s strategic plans, including writing of internal policies and guidelines to implement the plans.
8.*Resolve problems involving the fiscal management of grants and contracts.
9.*Serve as the Lead Fiscal Administrator for IfA with $24,999 purchasing authority and p-card, for both the University and the RCUH transactions.
10.*Serve as the Lead Fiscal Administrator responsible for IfA's operations budget, which includes general, special, revolving, trust, gift and agency funds.
11.*Supervise the maintenance of records of revenues, allocations, commitments, encumbrances, and expenditures to maintain the integrity of the IfA's financial position.
12.Oversee the daily operations and supervision of the IfA-Manoa's Auxiliary & Facilities Services Officer and front office staff.
13.*Provides subject matter expert technical advice, interpretations and/or makes effective recommendations regarding policy, procedures and other administrative requirements to senior management, directors, faculty and staff.
14.*Independently resolves operational and administrative matters in accordance with current policies, procedures, and directives as needed. Provides staff supervision in the analysis and development of IfA internal administrative, management, and financial system policies and procedures.
15.*Review and approve requests to create new permanent and temporary positions.
16.Review and approve vacancy announcements for content and to ensure that University policies and procedures, collective bargaining provisions, and equal employment opportunity/affirmative actions requirements are met.
17.Review and approve requests for overload ensuring compliance with University policies and procedures, collective bargaining agreements, Federal regulations, and other terms and conditions set forth by granting agencies.
18.*Oversee the proper application of employee benefit programs, workers' compensation claims procedures, and temporary disability benefits.
19.In consultation with the Office of Global Engagement, advise chairs and prospective employees of immigration requirements/laws and University policies relative to obtaining necessary employment visas.
20.Review & respond as appropriate to claims for unemployment benefits. Appear & testify at hearings as necessary. Working closely with the HR Specialist, receives & hears complaints/concerns and acts to resolve personnel conflicts.
21.Train, evaluate, supervise, and create professional development plans for administrative staff in various functional areas.
22.Oversight of IfA recharge accounts to ensure compliance with UH's Cost Accounting Standards Disclosure Statement with UH's cognizant agency. Analyze trends and budgets, and recommend annual recharge rates.
23.*Aid the Director in the formulation, optimization, execution and evaluation of all policies, procedures and operations of the IfA, while receiving recommendations from the HR Manager and administrative staff.
24.*Responsible for formulation, implementation, and evaluation of all academic staffing models, fiscal, and human resources operations of the IfA.
25.*Manage the institute’s physical facilities on O`ahu, Big Island and Maui and coordinate the repair and maintenance thereof with the campus Facilities Management Office in conjunction with IfA's Auxiliary & Facilities Services Officer.
26.*Manage fiscal and procurement issues related to construction projects for the IfA facilities.
27.Work with the Director and Associate Director to formulate strategic procurement and management of space and facilities within the IfA.
28.*Develop, implement and continuously review and modify staffing plans and models to effective staffing plans for IfA in support research and education efforts.
29.*Recommends and implements changes to administrative program policies, and standard operating procedures to improve customer service operations to achieve the most efficient and economical service.
30.Leads and assists with grievances, labor relations cases and investigations with employees and union representatives. Serve as fact finder on investigations as necessary.
31.Work with Director to develop and implement IfA policies including but is not limited to course buy-out for instructional faculty, course coverage for members on sabbatical/leave, and travel during the duty period.
32.*Responsible for identifying potential problems, evaluating and synthesizing data, advising and providing alternate solutions and recommendations to the Director, Associate Director, and chairs.
33.*Coordinate and facilitate training sessions for IfA faculty, staff and administrators on fiscal and personnel policies and protocols.
34.Other duties as assigned.
- Denotes Essential Functions
Minimum Qualifications
1.Possession of a baccalaureate degree in business administration, arts & sciences, higher education or related field and 7 year(s) of progressively responsible professional experience with responsibilities for financial management and/or human resources; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
2.Advanced and comprehensive knowledge and understanding of a wide range of developing and emerging concepts, principles and methodologies in the area of financial management and/or human resources.
3.Comprehensive knowledge and understanding of a wide range of principles, theories, federal and state laws and systems associated with financial management and/or human resources.
4.Demonstrated ability to understand problems from a broad interactive perspective and use reasoning to discern underlying principles and issues when problem solving, and apply creative thinking to resolve problems in new and innovative approaches.
5.Demonstrated written and verbal competence in presenting ideas, concepts and models clearly using persuasion and negotiation to build consensus and cooperation.
6.Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
7.Demonstrated ability to operate a personal computer and apply word processing software.
8.For supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
9.Extensive knowledge of accepted governmental accounting principles, techniques, and fund accounting systems.
10.Extensive knowledge of principles and practices of federal and other extramural funding administration.
11.Extensive knowledge of the principles and practices of personnel administration.
12.Thorough knowledge of the theories and practices of organization and management.
13.Ability to analyze financial statements and statistical reports, discern trends, and apply analytical techniques.
14.Strong people skills including the ability to inspire creativity and team building in others as well as the ability to handle difficult personnel situations with professionalism and timeliness.
15.Demonstrated creativity.
16.Strong interpersonal and communication skills and an ability to work with a diverse team of faculty, students, and staff.
Desirable Qualifications
1.Extensive knowledge of the administrative practices of the University of Hawaii and other institutions of higher education.
2.Excellent time management.
3.Experience in writing grant proposals (educational, research).
4.Experience in fund raising and philanthropy.
5.Experience in working with advisory boards.
6.Experience in improving organizational efficiency and organization.
7.Desire to work as a team to create a positive environment.
8.Desire to understand the academic environment and work within the system to make things happen.
9.Ability to provide leadership to staff and advice/guidance to staff, students, faculty, and administration on organizational structure and practices.
10.Highly organized.
To Apply:
. Applicants must submit (1) cover letter indicating how you satisfy the minimum and desirable qualifications, (2) resume, (3) names and contact information of 3 professional references and (4) official transcripts. Copies of transcripts are acceptable, but official transcripts will be required at the time of hire. Incomplete applications will not be considered.
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Inquiries: Doug Simons; [email protected]
EEO, Clery Act, ADA
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/
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