Operations Coordinator (0096572)
Operations Coordinator (0096572)
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1 Vacancy
Job Description
Description
Title: Operations Coordinator
Position Number:
Hiring Unit: School of Ocean and Earth Science and Technology (SOEST)
Location: Manoa Campus
Date Posted: May 13 2025
Closing Date: June 2 2025
Band: B
Salary :salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Permanent
Other Conditions: To begin approximately July 2025.
Duties and Responsibilities (*denotes essential duties)
- *Provides professional administrative support to the Deans Office management team.
- *Manages the day-to-day operations of the Deans office; actively involved in the preparations of transactions.
- *Reviews and analyzes documents reports requests and correspondence to determine the prioritization and appropriate handling and/or action required and manage confidential information with discretion.
- *Discuss issues and action plans with appropriate executives and administrators to ensure timely resolution. Exercise extreme tact diplomacy confidentiality and sound discretion and judgment to address sensitive issues.
- *Independently prepare a variety of documents for the Dean and/or delegated authority for approval; research issues and initiate an array of correspondence for the executives.
- *Knowledgeable of the SOEST internal procedures as well as the general UH RCUH UHF policies and procedures.
- *Researches and makes recommendation based on written/unwritten instructions internal/external guidelines/policies and work experience for various situations as required.
- * Oversees and coordinates SOEST response to UHM deadlines and external requests for information data forms applications and other regular administrative protocols.
- *Ensures all materials are in compliance with University and SOEST policies.
- *Works closely with teams led by other SOEST unit staff to achieve goals and deadlines on a regular basis.
- *Liaison with outside units and authorized to speak on behalf of the Deans Office on administrative matters as well as written inquiries.
- *Coordinates all aspects of meetings seminars and functions for the SOEST Deans Office as required. Ensures compliance with policies and procedures.
- *Determines appropriateness of fiscal and personnel documents (such as purchases and travel) and recommends alternatives/corrections as necessary.
- *Provides personnel support for activities such as hiring staff students E/Ms and faculty. Oversees the process to ensure compliance with policies and procedures.
- *Supervise train and evaluate student assistants. Takes corrective action as necessary.
- *Develops and maintains positive working relationships between the Deans office SOEST departments and research units and campus offices.
- *Coordinates and acts as point of contact in the planning and execution of the biennial SOEST Open House. Makes recommendations to maximize efficiency while maintaining compliance with policies and procedures.
- Other duties as assigned
Minimum Qualifications
- Possession of a baccalaureate degree in education business administration social sciences human resources or related field and 3 year(s) of progressively responsible professional experience with responsibilities for program management business administration and/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 program management business administration and/or human resources 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 program management business administration and/or human resources management. - 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.
- If applicable for supervisory work demonstrated ability to lead subordinates manage work priorities and projects and manage employee relations.
- Knowledge of processes and/or systems associated with fiscal administration.
- Ability to multi-task and perform in a high paced working environment prioritize and organize workload and meet deadlines.
- Ability to exercise tact diplomacy initiative and sound judgment.
- Ability to manage sensitive information and files containing confidential information.
Desirable Qualifications
- Work experience in an academic/research institution.
- Familiarity with the institutional culture of the university system.
- Knowledge of and/or experience with UHMs academic and research programs and support services.
- Proficient in the use of Microsoft Office software specifically with Word Excel and Power Point virtual meeting software (Zoom Microsoft Teams) and eSignature software (Adobe DocuSign ETS).
- Some experience and working knowledge of Banner UH/RCUH/UHF financial systems UH/RCUH HR systems and myGrant.
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 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.
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: Juanita Andaya; ;
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 re-employment 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 case-by-case basis. For further information please refer to the following link:
Required Experience:
IC
Employment Type
Full-Time
