Administrative Officer Jobs in USA with Visa Sponsorship
Administrative Officer roles can qualify for H-1B visa sponsorship when the position requires a bachelor's degree in a directly related field like business administration or public administration. Employers file a Labor Condition Application before sponsoring, and the annual H-1B cap and lottery mean timing your job search matters.
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Title: Administrative Officer
Position Number: 0097754T
Hiring Unit: RES & DEAN OF GRAD DIV, SCH O&ES&T, HAW INST OF MAR BIO
Location: UH at Manoa
Date Posted: 11/09/26
Closing Date: 11/30/26
Band: B
Salary: salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Temporary
Other Conditions: Continuation subject to availability of funds, satisfactory performance, and program needs.
Duties and Responsibilities
1. *Coordinates day-to-day pre-award and post-award grants administration for assigned Principal Investigators and extramural projects.
2. *Guides and assist faculty and staff in budget development and document submission through myGRANT ensuring that proposed budget conform to applicable rules, regulations, policies, and procedures.
3. *Reviews all grant proposals, budgets and justifications to ensure compliance with funding and oversight agency rules and regulations; approves if appropriate.
4. *Monitors routine project financial operations, expenditure controls, and baseline budget tracking for assigned extramural grants.
5. *Reviews and approves procurement, personnel, travel, and disbursement transactions for allowability, allocability, reasonableness, and availability of funds using UH Systems (example: KFS and RCUH).
6. *Monitors account end dates, unexpended balances and encumbrances, coordinates account extensions, closeouts, and corrective entries.
7. *Applies federal, state, university, and sponsored agreement terms and guidelines to daily financial operations.
8. *Exercises fiscal signing authority up to $10,000 for standard operational purchases.
9. *Provides accurate and timely monthly budget projection reports of account status to assigned principal investigators.
10. *Prepares budget and expenditure statement for principal investigator regularly and reviews monthly expenditure reports to more efficiently administer the grant and avoid potential deficit situations.
11. *Monitors account end dates, and account balances. Works with assigned principal investigator to take appropriate action to terminate or extend accounts.
12. *Reviews and approves personnel appointment forms ensuring compliance with granting guidelines as well as University policies.
13. *Ensures proper recording of expenditures and encumbrances. Initiates corrective action for erroneous entries.
14. *Researches and applies standard terms and conditions of sponsored agreements to ensure compliance.
15. *Serves as a point of contact for PIs and staff regarding standard administrative, procurement, and fiscal procedures.
16. *Prepares non-recurring reports, summaries, and routine correspondence for internal review.
17. *Recommends operational improvements to internal procedures to improve efficiency.
18. *Participates on special committees or workgroups to assist with unit financial planning and reporting.
19. Performs other duties as assigned.
- Denotes essential functions
Minimum Qualifications
1. Possession of a baccalaureate degree in Business, Accounting, Finance or related field and 3 year(s) of progressively responsible professional experience with responsibilities for fiscal and/or contracts/grants administration; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities indicated.
2. Considerable working knowledge of principles, practices and techniques in the area of fiscal and/or contracts/grants administration as demonstrated by the 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 fiscal and/or contracts/grants administration.
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 and apply word processing 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 analyze, interpret, & use sound logic & judgment when applying administrative policies and procedures.
10. Demonstrated ability to prioritize and organize workload to meet scheduled deadlines.
11. Knowledge of accepted governmental accounting principles, techniques and fund accounting systems.
12. Knowledge of the principles and practices of federal and state fund administration.
13. Ability to analyze financial statements and statistical reports, discern trends, and apply analytical techniques.
14. Familiarity with spreadsheet and word processing applications such as Microsoft Excel and Word.
Desirable Qualifications
1. Familiarity with the UH and RCUH accounting, procurement, and personnel systems.
2. Knowledge of administrative practices of the University and/or other institutions of higher education.
To Apply:
Note: If you have not applied for a position before using NeoGov, you will need to create an account.
Applicants must submit the following: (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) copies of transcripts with confidential identifiable information (i.e. social security number, birth date, etc.) redacted are acceptable, but official transcripts will be required at the time of hire. Please do not include any self-identifying photos. Diplomas will not be accepted. All requested documents/information will become the property of the University.
Note: Complete applications and required document attachments must be submitted before close of vacancy. Failure to submit all required documents and reference information shall deem an application to be incomplete. Incomplete applications will not be reviewed by the hiring committee.
Inquiries: Edwin Payuan; 808-236-7404; epayuan@hawaii.edu
Please refer to "Admin Officer Pos 0097754T" when making inquiries.
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/
Description
Title: Administrative Officer
Position Number: 0097754T
Hiring Unit: RES & DEAN OF GRAD DIV, SCH O&ES&T, HAW INST OF MAR BIO
Location: UH at Manoa
Date Posted: 11/09/26
Closing Date: 11/30/26
Band: B
Salary: salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Temporary
Other Conditions: Continuation subject to availability of funds, satisfactory performance, and program needs.
Duties and Responsibilities
1. *Coordinates day-to-day pre-award and post-award grants administration for assigned Principal Investigators and extramural projects.
2. *Guides and assist faculty and staff in budget development and document submission through myGRANT ensuring that proposed budget conform to applicable rules, regulations, policies, and procedures.
3. *Reviews all grant proposals, budgets and justifications to ensure compliance with funding and oversight agency rules and regulations; approves if appropriate.
4. *Monitors routine project financial operations, expenditure controls, and baseline budget tracking for assigned extramural grants.
5. *Reviews and approves procurement, personnel, travel, and disbursement transactions for allowability, allocability, reasonableness, and availability of funds using UH Systems (example: KFS and RCUH).
6. *Monitors account end dates, unexpended balances and encumbrances, coordinates account extensions, closeouts, and corrective entries.
7. *Applies federal, state, university, and sponsored agreement terms and guidelines to daily financial operations.
8. *Exercises fiscal signing authority up to $10,000 for standard operational purchases.
9. *Provides accurate and timely monthly budget projection reports of account status to assigned principal investigators.
10. *Prepares budget and expenditure statement for principal investigator regularly and reviews monthly expenditure reports to more efficiently administer the grant and avoid potential deficit situations.
11. *Monitors account end dates, and account balances. Works with assigned principal investigator to take appropriate action to terminate or extend accounts.
12. *Reviews and approves personnel appointment forms ensuring compliance with granting guidelines as well as University policies.
13. *Ensures proper recording of expenditures and encumbrances. Initiates corrective action for erroneous entries.
14. *Researches and applies standard terms and conditions of sponsored agreements to ensure compliance.
15. *Serves as a point of contact for PIs and staff regarding standard administrative, procurement, and fiscal procedures.
16. *Prepares non-recurring reports, summaries, and routine correspondence for internal review.
17. *Recommends operational improvements to internal procedures to improve efficiency.
18. *Participates on special committees or workgroups to assist with unit financial planning and reporting.
19. Performs other duties as assigned.
- Denotes essential functions
Minimum Qualifications
1. Possession of a baccalaureate degree in Business, Accounting, Finance or related field and 3 year(s) of progressively responsible professional experience with responsibilities for fiscal and/or contracts/grants administration; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities indicated.
2. Considerable working knowledge of principles, practices and techniques in the area of fiscal and/or contracts/grants administration as demonstrated by the 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 fiscal and/or contracts/grants administration.
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 and apply word processing 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 analyze, interpret, & use sound logic & judgment when applying administrative policies and procedures.
10. Demonstrated ability to prioritize and organize workload to meet scheduled deadlines.
11. Knowledge of accepted governmental accounting principles, techniques and fund accounting systems.
12. Knowledge of the principles and practices of federal and state fund administration.
13. Ability to analyze financial statements and statistical reports, discern trends, and apply analytical techniques.
14. Familiarity with spreadsheet and word processing applications such as Microsoft Excel and Word.
Desirable Qualifications
1. Familiarity with the UH and RCUH accounting, procurement, and personnel systems.
2. Knowledge of administrative practices of the University and/or other institutions of higher education.
To Apply:
Note: If you have not applied for a position before using NeoGov, you will need to create an account.
Applicants must submit the following: (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) copies of transcripts with confidential identifiable information (i.e. social security number, birth date, etc.) redacted are acceptable, but official transcripts will be required at the time of hire. Please do not include any self-identifying photos. Diplomas will not be accepted. All requested documents/information will become the property of the University.
Note: Complete applications and required document attachments must be submitted before close of vacancy. Failure to submit all required documents and reference information shall deem an application to be incomplete. Incomplete applications will not be reviewed by the hiring committee.
Inquiries: Edwin Payuan; 808-236-7404; epayuan@hawaii.edu
Please refer to "Admin Officer Pos 0097754T" when making inquiries.
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/
See all 43+ Administrative Officer Jobs
Sign up for free to unlock all listings, filter by visa type, and get alerts for new Administrative Officer roles.
Get Access To All JobsTips for Finding Administrative Officer Jobs
Frame your degree for specialty occupation
Administrative Officer roles face H-1B scrutiny because generalist titles don't automatically meet specialty occupation requirements. Align your degree field directly to core duties, whether that's business administration, public administration, or a related discipline, to strengthen the employer's petition.
Search LCA filings for active sponsors
Use Migrate Mate to find employers who have filed Labor Condition Applications for Administrative Officer roles. DOL-verified filing history tells you which organizations have already navigated the process, cutting your search down to realistic prospects.
Target agencies with PERM familiarity
Federal contractors, universities, and large healthcare systems run ongoing PERM labor certification processes for administrative roles. These employers have established HR infrastructure for sponsorship, making a green card pathway more viable than at smaller private employers.
Get your credentials evaluated before applying
If your degree is from outside the U.S., get a foreign credential evaluation completed before interviews start. Some evaluators take three to four weeks, and employers filing an I-129 petition with USCIS will need this documentation to establish specialty occupation eligibility.
Benchmark your offer against OFLC Wage Search
Before accepting an offer, look up the prevailing wage for Administrative Officers in your work location using OFLC Wage Search. Your offered wage must meet or exceed the Level I through IV threshold that the employer certifies on the LCA, so know your floor before negotiating.
Plan your H-1B timeline around the lottery
H-1B petitions are subject to an annual cap and selection process, with rules that have changed recently. Secure your offer and have your employer ready to file well before the registration window opens each year so you don't miss your slot.
Frequently Asked Questions
Does an Administrative Officer role qualify as a specialty occupation for H-1B purposes?
It depends on how the employer defines the position. USCIS requires that the role normally demand a bachelor's degree in a specific field, not just any degree. A generic administrative title can be challenged, but roles requiring a degree in business administration, public administration, or a directly related discipline typically satisfy the standard. The job description and employer documentation both matter here.
Which visa types are realistic for foreign nationals seeking Administrative Officer sponsorship?
H-1B is the most common path if the role qualifies as a specialty occupation. TN visa is available for Canadian and Mexican nationals if the position fits a qualifying USMCA profession. E-3 visa applies to Australian nationals in specialty occupations. For longer-term paths, EB-2 or EB-3 green cards are possible through PERM labor certification, particularly at larger organizations with established immigration programs.
How do I find employers who actively sponsor Administrative Officer positions?
Migrate Mate lists employers with verified sponsorship history for administrative roles, so you can focus your search on organizations that have already committed to the process rather than guessing at willingness.
Will a three-year bachelor's degree from outside the U.S. satisfy USCIS specialty occupation requirements?
USCIS evaluates foreign degrees based on equivalency to a U.S. bachelor's degree. A three-year degree may be accepted if a credential evaluator determines it's equivalent in content and level to a U.S. four-year degree in a relevant field. Some evaluators grant equivalency outright while others require additional coursework review, so get the evaluation done early.
Does the employer or the applicant bear responsibility for the H-1B filing process?
The employer is the petitioner and bears the primary legal and financial responsibility. They file the Labor Condition Application with DOL and the I-129 petition with USCIS. As the applicant, your role is to provide accurate documentation about your degree, job duties, and work history. Employers can require employees to pay certain costs, but many administrative-role sponsors cover filing fees as part of their offer.
What is the prevailing wage requirement for sponsored Administrative Officer jobs?
U.S. employers sponsoring a visa must pay at least the prevailing wage, which is what workers in the same role, area, and experience level typically earn. The Department of Labor sets this rate to make sure companies aren't hiring foreign workers simply because they'd accept lower pay than a U.S. worker. It varies by job title, location, and experience. You can look up current prevailing wage rates for any occupation and location using the OFLC Wage Search page.