State of Hawai'i
University of Hawai'i at Mānoa

Office of the Vice Chancellor for Administration, Finance and Operations

Functional Statement

I. INTRODUCTION

A. Overview of the Office: The Office of the Vice Chancellor for Administration, Finance and Operations (OVCAFO) provides leadership and executive management over administrative functions and services as well as campus operations for UH Mānoa.

B. Office Positions: Within the OVCAFO, support to the Vice Chancellor is provided by an Associate Vice Chancellor, administrative officer and two secretaries. In addition, the following sub units report the Vice Chancellor: Mānoa Budget Office; Auxiliary Enterprises; Facilities, Grounds and Safety; Information Technology Services; Human Resources; and Legal Services.

C. Authority: The office has the authority to establish policy and procedures necessary to implement BOR and executive policies at Mānoa as they pertain to campus financial management, physical planning and development, human resources, legal services, information technology services, auxiliary services, facilities management, and community alumni and public relations. The establishment of new standing campus policies are prepared by the OVCAFO for approval by the Chancellor.

D. Interaction With Others: The OVCAFO consults with other vice chancellors, faculty, staff, deans and directors as appropriate in developing and implementing campus policies and procedures. In addition, the office coordinates with the Office of the President on administrative and financial matters as appropriate.

II. MAJOR FUNCTIONS OF THE OFFICE OF THE VICE CHANCELLOR FOR ADMINISTRATION, FINANCE AND OPERATIONS

Through the various organizational sub units, the OVCAFO provides leadership and executive management over the following:

• Financial management for the campus including long range financial planning, financial analysis, financial reporting, budget preparation and budget implementation;
• Human resource administration;
• In cooperation with the system office of Information Technology Services, identifying needs and coordinating the planning and implementation of campus information technology services;
• Liaison with the office of the general counsel and with private attorneys in the provision of legal services required on campus;
• Campus physical planning and management of space resources;
• Community, public and alumni relations;
• Facilities and grounds maintenance;
• Environmental health and safety;
• Campus security and civil defense; and,
• Auxiliary enterprises including parking, food services, transportation services, faculty housing and bookstore operations.

Office of Human Resources

The office is responsible for the following functions:

• Review of all human resource actions requiring BOR approval;
• Assist schools, colleges and other operating units in the interpretation and implementation of system-wide human resource policies and procedures;
• Maintain consistency across the campus for classification and pay actions for civil service APT, managerial and execution positions and employees;
• Administer the APT broad band classification and pay system for the campus; and
• Assure equity and consistency between University and RCUH positions and employment as it pertains to UH Mānoa Human Resources.

Office of Physical Resource Planning

The office is responsible for the following functions:

• In conjunction with the system office of CIP, administer the planning and implementation of campus long-range physical development;
• Administer the preparation of the campus biennial and supplemental CIP budgets working with faculty, staff and students;
• Work with the office of CIP and consultants in the preparation and update of campus long range development plans;
• Administer a program of sustainability for the campus; and,
• Administer and program of campus space utilization.

Financial Planning and Analysis

The office is responsible for the following functions:

• Integrated long range revenue and expenditure planning encompassing state general funds, tuition and fees, research and training overhead income, as well as all other special and revolving fund revenues of the campus including those which finance auxiliary enterprises, student housing, intercollegiate athletics, facilities use, health services, etc.;
• Analysis of revenue and expenditure trends and conditions which impact those trends;
• Evaluation of new revenue proposals including the establishment of new fees and charges and proposals to increase existing fees and charges;
• Analysis of business plans for new and existing programs; and,
• Other related functions.

Office of Information Technology

The office is responsible for the following functions:

• Work with campus administrators, faculty and staff, to identify campus information technology needs of the campus;
• Develop ways to address the IT needs of the campus in conjunction with the system ITS Office;
• Administer a program to insure integrated and consistent web sites across the campus; and,
• Develop other campus wide programs and facilities as necessary to effectively and efficiently meet the needs of the campus constituency.

Office of Community, Alumni and Public Relations

The office is responsible for the following functions:

• Manage the University local, national and international media relations programs and public affairs broadcast programming projects;
• Coordinate Mānoa efforts for the production of radio, television, and other broadcast programming featuring Mānoa faculty, staff and student expertise and accomplishments;
• Work in cooperation with the UH System Office of External Affairs and University Relations to ensure coordinated public relations activities;
• Plan, coordinate and execute events in support of the University's strategic objectives;
• Produce Mānoa print and electronic publications and communications and assists with editorial and design services to the Mānoa community;
• Liaison to the UH Foundation in support of strategies to build individual, organizational and corporate commitment and financial support for Mānoa; and,
• Develop and strengthen relationships between the Mānoa campus and members of the federal, executive, and legislative branches of government.

Office of Legal Services

The office is responsible for the following functions:

• Provide advice and counsel to senior level executives and administrators on all legal matters and issues relating to human resources;
• Review and approve the legality and form of contractual documents;
• Furnish legal opinions as requested by senior level executives including legal memoranda;
• Make settlement recommendations to Mānoa's administration;
• Perform legal research;
• Prepare and review legal documents;
• Provide assistance in drafting rules and policies; and,
• Provide training on legal issues to Mānoa's administrators and staff.