Administrative Services Director jobs in Hawaii

Title: Director of Administrative Services
Position Number: 0089022
Hiring Unit: College of Tropical Agriculture and Human Resources (CTAHR), Office of Administrative Services 
Location: Manoa Campus
Date Posted: 03/14/2024 
Closing Date: 04/14/2024
Full Time/Part Time: Full-Time
Temporary/Permanent: Permanent 
Salary Information: $78,750 - $157,500 (SM-1)

INTRODUCTION:
The Director of Administrative Services functions as the chief financial officer for the College of Tropical Agriculture and Human Resources (CTAHR) and is a key executive on the Dean's Cabinet involved in policy decisions for the research, instruction, and extension programs of the college. This position develops the fiscal and administrative management procedures necessary to operate this large and complex college comprised of approximately 530 faculty and staff in 6 academic departments, 2 centers, 22 research experiment stations, 10 cooperative extension offices. and 11 administrative offices located throughout the state.
 
DUTIES AND RESPONSBILITES:

• Exercises administrative direction and control over personnel, fiscal, organization and related non­academic functions of the CTAHR. Provides leadership and sound foundation for these functions in support of the programs of the College and serves as advisor/resource person and provides counsel to CTAHR administrators, department chairpersons and program personnel on these matters.
• Participates in the development and implementation of College strategic and fiscal plans, budgets and allocations, and other policy matters as member of the College administrative team.
• Directs and coordinates required inputs for university, federal and state budget requests. Responsible for the development, coordination and submission of the College biennium and supplemental budget request and other budget related requests which are submitted to the appropriate office.
• Researches background information and develops proposals relating to assigned areas of responsibility for action by higher administration and/or Board of Regents.
• Approves documents related to transactions delegated to the Dean and Director, CTAHR, by the approving authority. These include various personnel, fiscal, and budget documents.
• Prepares proposals, recommends action and coordinates implementation of changes to organization structure based on knowledge of daily operations and the interaction of various units. Oversees the maintenance and annual update of organizational charts and functional statements for all units in the College.
• Coordinates preparation of quarterly expenditure plans (BLS) based on allocations. Reviews the quarterly and fiscal year-end closing of all accounting records. Approves or certifies various fiscal reports, including those required by federal agencies.
• Oversees the College's personnel management systems to handle present activities and anticipated future personnel functions.
• Directs and reviews College personnel policies and procedures.
• Acts as the Dean's designee for the step 1 grievance procedure of collective bargaining agreements. Recommends disciplinary or complementary action in employee disputes and evaluations.
• Oversees the review of personnel documents for compliance with laws, collective bargaining agreements and State and University personnel rules, regulations and procedures, including applicable federal provisions.
• Directs the preparation and coordination of College priority staffing plan. Conducts studies and provides personnel data, reports and advice to college administrators for planning and decision-making purposes.
• Oversees the accounting, procurement, disbursing and inventory management functions (including those applicable to extramural contracts and grants) of the College.
• Reviews the expenditure accounts for all operating units based on budget allocations made by the College administrators and program unit heads.
• Oversees the provision of fiscal support and services to faculty for developing extramural contract and grant proposals, and reviewing final proposals from point of view of compliance with granting agency and University requirements and the commitment of College resources.
• Conducts internal management and/or fiscal audits and other investigations, usually of a sensitive or confidential nature, and recommends corrective actions based on findings.
• Serves as trouble shooter on various problems such as CTAHR land matters, potential disputes between employees and/or clientele, possible violations and/or abuses of the University or College rules, and public complaints against the College or any of its units.
• Serves as liaison and CTAHR authority to University of Hawai'i Manoa (UHM) and University of Hawai'i System administrators on administrative, personnel, fiscal, budget, organization and legal matters affecting CTAHR.
• Other duties as assigned.

1. LIST OF DIRECTOR REPORTS 
    As reflected on the organizational chart.
     
2. AUTHORITY AND DECISION-MAKING EXERCISED 
   Guidance and direction are general in nature and focused on goals/objectives to be achieved within the framework of UH and CTAHR policies and procedures and State and Federal statutes and regulations.
    
3. DIRECTION AND REVIEW OF WORK 
   Work is reviewed by results and accomplishments by the Dean and an annual performance evaluation is conducted by the Dean and Director, CTAHR.
     
4. CONTACTS AND RELATIONSHIPS 
   Chairs, secretaries, faculty and staff of all operating units to resolve problems and answer questions. Meetings with CTAHR administrators, faculty, staff, UHM administrators and staff, university system wide staff, and legislators to resolve problems. USDA Washington, D.C. to clarify federal appropriations and other land-grant universities to collaborate on administrative issues.

• Bachelor's degree with major course work in business, public administration, the sciences, or related field.
• Five (5) years of extensive management work experience involving fiscal, budgetary, personnel administration, organization and management.
• Knowledge of planning, budgeting, personnel organization, management systems, facilities and fiscal services.
• Demonstrated ability to conceptualize, develop, implement and direct a full range of management services in an effective and efficient manner; to communicate and work effectively with a wide variety of individuals and organizations from both within and outside of the College; to supervise professional and clerical staff; to analyze and find solutions to problems.
• Skills in implementing organizational and procedural improvements and in writing effective proposals, reports and communications.

• Graduate degree.
• Minimum of ten (10) years of progressively responsible experience in university administration of which at least five (5) years shall be as director of campus or university wide staff office, or as an administrative officer of a college, or a complex research or service unit.
• Experience in university planning and administrative experience in working with State and federal agencies and legislative staff, particularly in preparing and presenting plans, budgets and reports before such agencies and legislative hearings.
• Experience in the University of Hawai'i system and dealing with the Hawai'i State government.
• Broad knowledge and understanding of the mission, goals and programs of the University of Hawai'i, the U.S. Land Grant tradition, particularly as manifested in the agricultural experiment station and cooperative extension service, the ethics of higher education, the economy of the State and the contributions that the College can make through the development of its tropical agriculture and human resources programs both within the State and internationally.

The University of Hawai'i is an Equal Opportunity/Affirmative Action Institution and is committed to a policy of nondiscrimination on the basis of race, sex, gender identity and expression, age, religion, color, national origin, ancestry, citizenship, disability, genetic information, marital status, breastfeeding, income assignment for child support, arrest and court record (except as permissible under State law), sexual orientation, domestic or sexual violence victim status, national guard absence, or status as a covered veteran.  For more information or inquiries regarding these policies, please refer to the following link: http://www.hawaii.edu/offices/eeo/eeo-coordinators/

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.

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/

CTAHR Diversity, Equity, and Inclusion Statement:
 
We believe that inclusiveness and excellence are interdependent. Our local and global communities are best served by ensuring all populations are represented equitably throughout CTAHR. We strive to cultivate an environment that supports equitable opportunities for every member of CTAHR to achieve individual and common goals. We will advance diversity, equity, and inclusion by: (1) promoting the recruitment and retention of diverse students, faculty, and staff, especially from groups that have been underrepresented or marginalized; (2) creating equal opportunities for all members of CTAHR to participate in decision-making processes and scholarly and professional development; and (3) fostering an inclusive culture where every CTAHR member feels respected and valued.