Employment With EAO/JCMT

EAO/JCMT Employment Opportunities

The East Asian Observatory embraces diversity and equal opportunity. We are committed to creating a team that welcomes different backgrounds, perspectives, experience and skills. A diverse team works better, and we commit to making a working environment in which everyone feels empowered.

 

EAO/JCMT Head of Administration (ID#250801)

 

Job Summary:

Regular, Full-Time position with the East Asian Observatory (EAO), located in Hilo, Hawaii. Continuation of employment is dependent upon program/operational needs, satisfactory work performance, availability of funds, and compliance with applicable Federal/State laws.

This is a Senior administrative position and the postholder reports to the Director EAO and leads the EAO’s Administration Division including its reorganization, which provides all the administrative support for the EAO and covers the range of activity that can usually be found within the finance and human resources functions of a public sector organization. The postholder is required to act as Designated Official in the off-island absence of the Director EAO, and during such times is required to deal with any situation including any emergencies arising.

As a condition of employment, employees will be subject to all applicable EAO policies and procedures. Violation of EAO’s policies and/or procedures or applicable State or Federal laws and/or regulations may lead to disciplinary action (including, but not limited to possible termination of employment, personal fines, civil and/or criminal penalties, etc.).

Scope of Position:

Reports to: EAO Director/CEO, or his designee

Supervises: 

(1) EAO/JCMT Finance Administrator
(1) EAO/JCMT HR Associate
(1) EAO/JCMT Financial Assistant
(1) EAO/JCMT Administrative Office Associate

Budgetary and/or Fiscal Responsibilities: Budget/Fiscal Responsibilities are considered a primary role in this job. Responsibilities include budget planning and administration. Outcomes will affect single/multiple EAO operations directly or indirectly. Work is reviewed and approvals are provided by specific delegation.

Signature Authorities:

  • Personnel Actions
  • Time Reports & Payroll Actions
  • Purchasing Actions
  • Receiving Reports/Communications
  • Receiving Supplies/Services

Level of Interaction: The success of the EAO depends on its ability to attract, retain and motivate a highly-skilled scientific, engineering and technical, and administrative workforce, and strategic management of human resources is therefore of particular importance. The postholder must also interact effectively and professionally with a wide range of people within the EAO, collaborators with the EAO, and in the local community.

Major Duties and Responsibilities: (Percentages will vary depending on progression level and competence)

40%      1.       Human Resources

  • Exercises overall responsibility for the application of ADP Payroll & Time and Attendance system; the EAO Handbook and policy, procedures and practices of the EAO; reviews and develops existing systems to meet changing responsibilities, needs and developments, and to provide increased efficiency and effectiveness. Works within the Research Corporation of the University of Hawai’i (RCUH) Human Resources & Employee Self-Service system following the policies and procedures of the RCUH for appointed staff (visa, recruitment, payroll, and terms & conditions of employment).
  • Exercises overall responsibility for the EAO Benefits Program vendors: HMSA, Kaiser, Hawaii Dental Service (HDS), Teachers Insurance and Annuity Association of America (TIAA), The Standard, National Benefits Services (NBS), Pacific Guardian Life (PGL), and Workers Compensation Insurance. This includes enrollments, terminations, compliance, open enrollments and services contracts. Record and report injuries to RCUH or EAO WC insurer and track injuries for OSHA reporting.
  • Exercises overall responsibility for the EAO visa program, coordinating green card process with employment lawyers, coordinating J-1 visas with CIEE, and coordinating H-1B/H-4 visas (and other employment based visas). Maintains records of employment visas and tracks expiry dates to ensure documentation remains current. Interprets and implements terms and conditions of employment. Is the first point of contact on a broad range of HR matters for staff. Liaises with EAO/RCUH staff on general matters and in relation to specific casework as requested.
  • Devises and develops policies relating to a wide range of HR activities, including, employment conditions, salary awards, staff structures, high-altitude medicals etc., consulting as necessary with RCUH and/or EAO. Undertakes policy and procedural reviews and takes the lead on new Administrative projects as required. Provides recommendations to the Director on the annual pay review, salary and merit increases, and throughout the year on individual/team performance awards and promotions.
  • Provides information and advice on HR-related matters to the Director EAO.
  • Provides line management, direction and support for the Finance Administrator, Finance Associate, Human Resources Associate, and Administrative Office Assistant.
  • Deals with individual casework – which may be referred from above or below – in respect of staff welfare, conduct, etc.
  • Acts as EAO Training Officer, assisting line managers with the identification and fulfillment of training needs; manages the training budget.
  • Prepares the required personnel forms for recruitment for the EAO. Drafts job descriptions (EAO/RCUH), prepares vacancy notices and drafts advertisements and places EAO external advertisements and processes invoices for payment. Acts as the administrative representative on interview panels for EAO recruitments and promotions. Oversees the scheduling of EAO/RCUH interviews, correspondence, travel, and relocation arrangements with applicants and/or appointees. Plans, co-ordinates and participates in the orientation program for newly appointed staff.
  • Maintains the EAO building security key distribution or oversee the distribution of the process.
  • Oversee the maintenance and information placed on the EAO HR webpages.

40%       2.      Finance

  • Primary management of day-to-day operations of the Finance Department. Liaises with banking institutions, other members of Astronomy community (ie MKSS, UHIFA), and Board members
  • Manages and trains finance staff, including annual reporting and performance appraisal, staff development, welfare and discipline.
  • Plans and manages reconciliation of the month end reports and satisfactory completion of year-end accounts including the resolution of any issues arising. Produces full management accounting information for the Director and management staff.
  • Responsible for issuing allocations and provision of operating plan figures. Coordinates the quarterly forecast exercise working with Budget Holders. Responsible for retaining an oversight of spend on all budgets and producing projections throughout the year.
  • Develops appropriate financial policies and procedures for the EAO taking account of requirements and local circumstances.
  • Acts as check signatory.
  • Exercises delegated authority on a number of administrative EAO budgets.
  • Oversees tax filings and legal filings related to non-profit status.

5%       3.     Assumes general responsibility for the efficient running of the Hilo Office. Works closely with the EAO/JCMT Deputy Director/Head of Instrumentation and Engineering on matters relating to the arrangements for cleaning, accommodation, refurbishment, telephones, etc. Liaises with the University of Hawaii and other Maunakea observatories on matters relating to University Park.

10%     4.     Acts a officer in charge of the EAO during the Director’s absence off-island. Develops and maintains effective contacts and working relationships in the local community, including staff and management of Mauna Kea Observatories Support Services, Office of Mauna Kea Management, Research Corporation of the University of Hawaii, Institute for Astronomy, University of Hawaii at Hilo, other Maunakea observatories, and local business.Acts as risk management coordinator. Serves as member of the EAO Safety Committee and on any ad hoc Accident/Injury Investigation Committee.

5%       5.    Serves as a member of the Senior Management Team that advises and makes recommendations to the Director EAO on matters concerned with the operational effectiveness of the EAO.

6%       6.    Performs other duties as assigned.

 

Primary Qualifications:

Education/Training: Bachelor’s Degree from an accredited four (4) year college or university in an Business Administration and/or Human Resource Management discipline, or an equivalent combination of training and experience.

Experience: At least seven (7) years experience at management level including effective staff management. At least five (5) years of experience supporting accounts payable, accounts receivable, and purchasing. At least two (2) years of experience in line management including annual performance reporting, training, and disciplinary matters. Experience with change management. Experience in working in a multi-cultural environment. Relevant experience in the finance area.

Knowledge: Significant experience in public sector administration including a sound understanding of the key principles of human resource management and principles of financial planning and control, risk management and mitigation. Knowledge of accounting principles, including accruals and management accounting requirements. Knowledge of Oracle based accounting systems, Accounts Payable, Cash Management and Project Accounting modules.

Abilities and Skills: The ability to command the respect of peers and colleagues and to maintain a calm composure at all times. The ability to interact effectively with multi-disciplined staff at all levels in a multi-cultural environment. The ability to apply policies and procedures effectively within a small- to medium-sized organization, to make sound decisions under the pressure of tight deadlines, and to display good judgment. Excellent organizational and communication skills; the ability to produce clear and concise written work and to communicate effectively in a range of media, i.e., electronically, by phone, videoconference or face-to-face. The ability to use a range of administrative software such as word processing, spreadsheets and presentation packages.

Proficiency with computerized accounting packages for both Financial and Management Accounting, word processing software (Microsoft Word) and spreadsheet software (Microsoft Excel). Ability to clearly convey, both orally and in writing, financial requirements and procedures to all levels of staff. Ability to clearly explain financial issues with international partners. Proven ability to interact effectively and deal tactfully with others.

Must possess a valid driver’s license and maintain throughout the duration of employment. May be required to provide a clean driver’s abstract as deemed necessary by the job requirements and/or the project. Must be able to drive a 4-wheel drive vehicle (or be able to drive these vehicles following appropriate training). If personal vehicle will be used for business purpose: Must possess proof of personal vehicle insurance and maintain throughout the duration of employment. Must also provide the RCUH Human Resources Department with drivers license information and keep current throughout the duration of employment. Failure to meet this requirement or falsification of documents may result in disciplinary action including and up to termination of employment.

Post Offer/Employment Condition: None

Secondary Qualifications: Experience of delivering change management programs. Experience of working in a scientific or operational environment. Membership in the Chartered Institute of Professional Development or equivalent. Certification as Public Accountant.

Physical and/or Medical Demands: Any moving, handling, or lifting is likely to be negligible but in all cases would be undertaken within the Health and Safety standards set by the EAO.

 

Closing Date: Closed 8/29/2025

 

How to Apply:

Please submit in writing the following to be considered for this position: Resume/CV, Cover Letter, at least (2) two Supervisory References, and Degree(s) and/or Certificate(s) to meet the Education/Training requirements.

Send relevant documents to Susan O’Neal, HR Associate by email to careers@eaobservatory.org. If you do not have access to email, please fax your documents to the EAO at (808) 961-6516. Any enquiries about the position itself can be addressed to Dr. Geoffrey Bower at g.bower@eaobservatory.org. Both can be reached by phone at (808) 961-3756.

 

Relocation is not offered with employment offer

 

EEO/AA Employer

 

 

Posted: EAO Employment Page

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