Administrative Officer (pos #0097164T)

Title: Administrative Officer
Position Number: 0097164T
Hiring Unit: Pacific Biosciences Research Center (PBRC)
Location: UH at Manoa
Date Posted:  April 15, 2026
Closing Date: April 29, 2026
Band: B
Salary : salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Temporary

To begin approximately June 2026 or as mutually agreed, subject to position clearance and/or availability of funds.  Renewal of appointment is contingent on satisfactory performance, operational need, and/or availability of funds.  This is not a remote position.

Duties and Responsibilities
1.    * Oversees the daily operations and provides primary administrative leadership of the National Institutes of Health Centers of Biomedical Research Excellence (COBRE) Award, "Integrative Center for Environmental Microbiomes and Human Health" project.
2.    * Collaborates with the leadership team in the implementation of research program objectives, including but not limited to the coordination of annual internal and external reviews of COBRE-supported cores, research projects, and multiple pilot projects conducted under the Center.
3.    * Provides summaries of research core usage to assist with decision-making. Writes and prepares annual reports and presentations for the annual Advisory Committee meetings.
4.    * Uses effective planning, organizational, coordination, and directing skills to schedule and establish arrangements for various functions, including but not limited to day-long research retreats involving project investigators as well as clinical, behavioral, and basic science personnel, annual meetings of the transdisciplinary advisory committee, various conferences as required by the administered grants and contracts, inclusive of travel accommodations and general conference coordination. Assists with logistical setup and breakdown of events and conferences, including lifting, carrying, and moving event supplies and promotional materials (up to 15 lbs.).
5.    * Requires travel to three (3) day national meetings (usually in Washington D.C.) as required by the grant or contract once or twice yearly.
6.    * Advises and acts as a liaison between various private and federal funding agencies, UH System Offices, RCUH System Offices, SOEST and/or PBRC fiscal and human resources administration, individual principal investigators, and other internal and external entities in resolving project, fiscal or personnel issues/problems at all stages of a grant or contract from pre-award to award closeout.
7.    * Inputs, reviews, and/or approves HR and Fiscal transactions, including but not limited to eTimesheets, on behalf of or in the absence of the Principal Investigator, with the PI's concurrence.
8.    * Prepares purchase documentation and requests competitive price quotations in accordance with University and sponsor requirements, and procures equipment and services for COBRE supported projects and cores.
9.    * Prepares summary quarterly and annual budgetary reports for fiscal oversight, including program forecasting.
10.    * Collaborates with possible future investigators, scientists, potential mentors, and other UH personnel. Provides information and guidance as appropriate.
11.    Coordinates and facilitates strategic development of large proposals (multi-year, multi-investigator, and/or multi-entity).
12.    Works with participants and partners to ensure compliance with sponsoring agency requirements.
13.    Analyzes funding agency Requests for Application (RFAs) and identifies requirements to ensure compliant responses prior to submission of proposals (e.g., supplemental and administrative grant submissions).
14.    Reviews materials related to RFAs and other solicitation guidelines and University policies assuring that technical (non-scientific) and accounting elements meet agency requirements, budgets align with statements of work, costs are allowable under the OMB Uniform Guidance, and other applicable policies and cost sharing commitments are attainable and have been approved by SOEST and/or PBRC administrators.
15.    Provides scaled assistance in program budget preparation, including direct creation and input of PI and multi-unit budgets.
16.    Directs the submission and management of non-competing and competing renewals for various grants and contracts, and submission of reports on such grants and contracts as required.
17.    * Reports to the PI but also works independently to meet multiple program project deadlines, tasks, and demands under short time constraints.
18.    * Assigns work to and supervises administrative assistant and research staff, which includes assignments to provide administrative and clerical assistance to the cores and projects of various grants and contracts.
19.    Other duties as assigned.

*Denotes essential functions

Minimum Qualifications
1.    Possession of a baccalaureate degree in Business Administration, Communication, Biological Science, or related field and 3 years of progressively responsible professional experience with responsibilities for research administration or related field; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
2.    Considerable working knowledge of principles, practices and techniques in the area of pre-award and post-award activities related to grants and contracts as demonstrated by broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.
3.    Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with extramural grant funding.
4.    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.
5.    Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.
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, apply word processing software such as MS Office Suite (Word, Excel, PowerPoint, etc), Adobe Acrobat, and other commonly used business application software.
8.    If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
9.    Demonstrated ability to effectively interact with government agencies, academicians, clinicians, Deans, Department Chairs, basic and clinical research investigators at the University of Hawai`i (UH) and the Research Corporation of the UH (RCUH), and vendors.
10.    Demonstrated ability to convey necessary information accurately and concisely, listens effectively, and asks pertinent questions. Conveys complex information in writing, telephone conversations, and direct interpersonal contacts.
11.    Demonstrated ability in summarizing information and preparing reports using basic computer statistical and graphical methods, including the use of statistical software to generate tables and graphs for presentations and publications.
12.    Demonstrated ability in preparing reports, documents, and publications related to the scientific, administrative, or fiscal aspects of biomedical, environmental, or health sciences research programs.
13.    Ability to interact and communicate (verbally, in written form or electronically) respectfully and professionally with supervisors, co-workers and others at all times.
14.    Demonstrated ability to project a positive image in all interactions and reflect a commitment to building a supportive work environment and maintaining a positive attitude in the workplace.
15.    Considerable working knowledge of project management and personnel oversight.
16.    Familiarity with fiscal and administrative issues related to biomedical, environmental, or health sciences research programs.
17.    Familiarity with biomedical research terminology and general methodologies, and organizing National Institutes of Health (NIH) grant applications and reports.
18.    Expertise in document and presentation preparation related to report and application preparation.
19.    Considerable working knowledge of academic research and evaluation practices.
20.    Considerable working knowledge of academic budget development principles and practices.
21.    Ability to lift up to fifteen (15) pounds independently or with assistance.

Desirable Qualifications
1.    Experience as a Research Program Coordinator or Project Administrator for a research, academic, or business institution.
2.    Experience in assisting with proposal preparation to secure funds.
3.    Experience in a sponsored projects office or business office handling pre- and post-award functions for extramurally funded grants and contracts.
4.    Experience assisting with grant submissions to agencies such as the National Institutes of Health (NIH) and other biomedical funding agencies.
5.    Familiarity with UH and RCUH policies and procedures.
6.    Experience using the Kuali Financial System (KFS), RCUH, and myGRANT.

To Apply:
Click on the “Apply” button on the top right corner of the screen to complete an application and attach the required documents:
•    Cover letter indicating your interest in the position and how you meet the minimum and desirable qualifications,
•    Resume,
•    Official transcript(s) showing degree(s) conferred and course work appropriate to the position (copies are acceptable during the application process; however, official transcripts sent directly from the degree granting institution will be required at the time of hire).  Transcripts issued outside of the United States of America require course-by-course analysis with an equivalency statement from an agency having membership with the National Association of Credential Evaluation Services, Inc., verifying the degree equivalency to that of an accredited institution within the USA.  Expense of the evaluation shall be borne by the applicant, and
•    Names and contact information (including email address) of 3 professional references.

The application will be considered incomplete if any of the required documents are not included or are unreadable.  Please REDACT references to birth date and social security number.  Late or 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:  Anthony Amend; amend@hawaii.edu

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 moreinformation, 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 receivepriorityconsideration for APT job vacancies. As a result, external or non BU 08 applicants may not be considered forsome APTvacancies. BU 08 members with re-employment rights or priority status are responsible for informing thehiring unit of their status.

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https://www.hawaii.edu/offices/eeo/accommodation-request/