Administrative Services Manager, 0078229

Description

• • Serves as the Chief Administrative Services Manager for the Office of the Provost, providing high-level oversight and management for all administrative functions, including budget, fiscal, human resources, facilities, and records management.
• • Applies sound management practices to evaluate and implement changes that ensure effectiveness and efficiency in operations, maximizing the use of resources and talent.
• • Serves as a key member of the provost leadership team to effectively manage resources and carry out the mission and strategic plan of the Provost, Manoa campus and UH system.
• • Provides executive and management teams with guidance on matters of policy, best practices, resources, and policy interpretation to enable effective management decisions and resolve complex administrative and operational issues.
• • Proactively analyzes operational and strategic challenges, identifying emerging issues and presenting actionable insights to the provost leadership team.
• • Conducts research, analyzes data, and prepares reports to support timely, sound management decisions regarding financial and staffing needs.
• • Handles major endeavors by incorporating the concepts of innovation, service, support, and creativity, while ensuring alignment to mission and compliance with policies, procedures and regulations.
• • Serves as the lead Fiscal Administrator, with $25K signing authority. Manages the Provost's operating budget (general, special, revolving, trust, gift and agency funds) and ensures compliance with all applicable policies, procedures, and terms.
• • Supervises staff in the daily operations of all fiscal functions, including contracts & grants administration, procurement, disbursements, budget execution, payroll, and property management.
• • Oversees the coordination, development, and preparation of the provost budget, developing short- and long-range financial plans for day-to-day operations and future strategic needs.
• • Serves as the designated approving authority for all personnel actions (academic and non-academic) for the Provost Office. Manages position controls to assure proper utilization of allocated resources.
• • Supervises staff in the daily operations of personnel functions, including processing PeopleSoft transactions, classification, compensation, employee benefits, leave administration, workers' compensation, and staff development.
• • Approves and oversees recruitments for permanent and temporary positions in consultation with the provost leadership team, ensuring compliance with Federal, State, and UH regulations and providing training on EEO and best practices.
• • Oversees the management of matters related to immigration for prospective employees and visitors, ensuring compliance in coordination with relevant campus offices (e.g. FSIS, ISS).
• • Responsible for matters related to labor/employee relations. Intake, assess, and investigate inquiries and grievances; analyze findings; and prepare fact finding reports for both internal and external cases.
• • Works in coordination with the UHM Title IX and EEO/AA Offices to assess complaints and assist with investigations as needed. Provides guidance to the executive team to resolve issues/render decisions.
• • Facilitates coordination and consultation with Manoa and UH System offices (e.g., EEO, Title IX/OIE, General Counsel, OHR) on issues requiring joint collaboration and cross-functional action.
• • Conducts internal training and information sessions for administrative staff on current personnel and fiscal administration policies.
• • Manages the maintenance and security of all administrative documents, including records of complaints, grievances, and contract negotiations.
• • Advises personnel in the application of CBA, BOR, Executive and Administrative policies, UH, State, and Federal policies, laws, and regulations pertaining to fiscal and human resources.
• • Responsible for annual updates of the organizational charts. Provides guidance to the provost’s units and programs on the reorganization process and reviews proposals for procedural compliance and completeness.
• • Serves as an advisor to program-level administration to evaluate and/or develop staffing models, workflow, and processes to streamline operations and operate efficiently.
• Serves on special committees within the University System.
• Other duties as assigned.

• Denotes Essential Function

• 
  Possession of a baccalaureate degree in business administration, higher education administration, public administration or related field and seven (7) years of progressively responsible professional experience with responsibilities for financial accounting, fiscal management and human resources administration; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
• Advanced and comprehensive knowledge and understanding of a wide range of developing and emerging concepts, principles and methodologies in the area of financial accounting, fiscal management, and human resources administration.
• Comprehensive knowledge and understanding of a wide range of principles, theories, federal and state laws and systems associated with financial accounting, fiscal management, and human resources administration.
• 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.
• Demonstrated written and verbal competence in presenting ideas, concepts and models clearly using persuasion and negotiation to build consensus and cooperation.
• 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, spreadsheet, and presentation software.
• For supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
• Proven knowledge of accounting principles, financial analysis, and federal grant/extramural funding administration.
• Strong understanding of university and higher education administrative policies, with working knowledge of Fiscal and/or Human Resources Information Systems (HRIS) platforms.
• Demonstrated ability to lead administrative services and manage professional staff with confidence and strategic oversight.
• Excellent interpersonal, written, and verbal communication skills; adept at working across diverse groups with discretion and diplomacy.
• Skilled in mediation, negotiation, and group facilitation, with experience presenting to varied audiences.
• Ability to juggle multiple priorities under pressure, meeting critical deadlines with efficiency and focus.
• Capable of evaluating complex issues, identifying impacts, and delivering actionable solutions.
• Experience managing Institutional funds (state-appropriated G-funds, Tuition funds, etc.), Extramural funds (Federal, State, and Private funds), and Donor funds in higher education.

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  Considerable knowledge of the University of Hawai'i system and its executive and administrative policies and procedures, and application of collective bargaining agreements, federal, state, and private agency policies, rules, and regulations.
• Experience with revolving and special funds and revenue generating operations.
• Familiarity with the University of Hawai'i, RCUH, and UH Foundation information systems (Fiscal and Human Resources, i.e., Kuali, eTravel, IFAS, HRIS, etc.).
• Demonstrated ability to lead, collaborate, problem solve and inspire individuals with differing interest and perspectives in a large and complex organization.
• Exceptional analytical, evaluative, research and critical thinking skills to arrive at valid conclusions, make appropriate recommendations and implement action plans.

EEO, Clery Act, ADA