Operations Coordinator (0080647)
Operations Coordinator (0080647)
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Job Description
Description
Title:Operations Coordinator
Position Number:
Hiring Unit: UH AT WEST OAHU VC FOR ACADEMIC AFFAIRS
Location: Kapolei
Date Posted:May 14 2025
Closing Date: May 29 2025
Band: B
Salary:salary schedules and placement information
Full Time/Part Time: Fulltime
Month: 11month
Temporary/Permanent: Permanent
Duties and Responsibilities (*Denotes Essential Functions):
- *Oversee prioritize and perform complex confidential support services for the Office of the Vice Chancellor for Academic Affairs (OVCAA) having extensive contact with individuals such as senior management faculty staff and colleagues from various institutions unique to the University.
- *Perform as a liaison for the Vice Chancellor for Academic Affairs and work closely with members of internal and external offices and divisions.
- *Supervise and train the support staff and student employees in the OVCAA. Establish office procedures to ensure workflow is efficient effective and that provides the highest level of customer service to all internal and external constituents.
- Partner with the UHWO Business Office and the Human Resources Office to ensure compliance with fiscal and personnel matters in accordance with Federal State and University rules policies and regulations.
- Serve as source of support for Division Chairs in the faculty recruitment process. Prepare and send out the appointment memo from the Vice Chancellor for Academic Affairs (VCAA) to the search committee members. Post tenure track positions to national online recruitment sites in accordance with collective bargaining agreement and University policies and procedures.
- *Oversee the recruitment hiring and onboarding of all Lecturers and OVCAA Casual hires to include the collection and auditing of all new hire forms for Lecturers and Casual hires ensuring certification of I9 forms in compliance with federal regulations.
- *Manage oversee and coordinate all aspects of the campuswide Overloads to include but not limited to preparation submission reviewing monitoring and verifying eligibility and proper accounting information.
- Collect background information on lecturers and overload faculty to determine proper placement on lecturer and overload fee schedules.
- Ensure efficient accurate and timely processing of all overloads in compliance with university payroll deadlines.
- *Input various OVCAA personnel transactions such as faculty/staff overloads lecturer hires position management requests etc. into the Peoplesoft system and route for approvals.
- *Review faculty personnel administration transactions including but not limited to Special Salary Adjustments (SSA) tenure promotion and/or contract renewals for conformity with established policies and procedures.
- *Monitor instructional workloads to ensure alignment with the collective bargaining agreement and federal state and University rules and regulations. Provide support with the annual faculty workload reporting system.
- Research and collect appropriate supporting data analyze the data and make recommendations on extraordinary or unusual personnel administration requests.
- Gather assemble organize and analyze data and information in support of various special initiatives and academic programs including the academic development plan and accreditation reports and visits.
- Other duties as assigned.
Minimum Qualifications:
- Possession of a baccalaureate degree in Business Administration Public Administration Human Resources Management or related field and three (3) years of progressively responsible professional experience with responsibilities for office management business administration higher education or human resources; or any equivalent combination of education and/or professional work experience which provides the required education knowledge skills and abilities as indicated.
- Considerable working knowledge of principles practices and techniques in the area of office management business administration or public administration as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts principles and methodologies.
- Considerable working knowledge and understanding of applicable federal and state laws rules regulations and theories and systems associated with office management business administration or higher education.
- 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.
- Demonstrated ability to interpret and present information and ideas clearly and accurately in writing verbally and by preparation of reports and other materials.
- 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 software.
- For supervisory work demonstrated ability to lead subordinates manage work priorities and projects and manage employee relations.
Desirable Qualifications:
- Extensive knowledge of policies practices rules and regulations governing public sector human resources or business administration.
- Experience using computerized human resources information systems.
- Experience with database creation and management.
- Ability to work with multiple priorities deadlines and frequent interruptions.
- Experience working in a higher education setting.
- Demonstrated ability to address and resolve issues of a sensitive and complex nature.
- Current Notary Public and/or willing to become a Notary Public.
To Apply:
Click on the Apply button on the top right corner of the screen and attach the required documents. Applicants must submit the following: (1) cover letter indicating how you satisfy the minimum 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.
Incomplete and late 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: UHWO Human Resources;;
EEO Clery Act ADA
The University of Hawaii 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: 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 Hawaii may be viewed at: 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 reemployment rights or priority status are responsible for informing the hiring unit of their status.
Accommodation Request: The University of Hawaii 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 casebycase basis. For further information please refer to the following link:
Required Experience:
IC
Employment Type
Full-Time
