Operations Coordinator (0079003)
Operations Coordinator (0079003)
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Job Description
Description
Title: Operations Coordinator
Position Number:
Hiring Unit: School of Architecture
Location: Manoa Campus
Date Posted: May 22 2025
Closing Date: June 11 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)- **Researches collects analyzes data and prepares administrative reports related to program operations administrative functions and ensures that reports are examined and submitted in a timely manner.
- **Addresses concerns and issues expressed by individuals within the University community and general public and advises appropriate actions and responses.
- **Serves as project leader to facilitate meeting the Deans goals and objectives (advisory council lecturer series variety of School of Architecture functions and events).
- **Maintains confidentiality and a high level of tack and diplomacy in discussing issues and concerns related to the Schools direction plans and activities.
- **Acts as primary administrative contact for school affairs including recruitment special salary adjustment requests tenure and promotion applications contract renewal etc. Keeps abreast of changes in institutional policies.
- **Administers the student scholarship process in coordination with the Scholarship Selection Committee; prepares award letters; notifies scholarship donors; organizes the Scholarship Award Luncheon inviting recipients faculty staff and donors.
- **Coordinates annual employee parking requests and daily special visitor parking requests. Becomes an authorized user for the Commuter/Parking Office online request system.
- **Attends functional school meetings i.e. faculty meetings selected community meeting advisory council meeting architectural firm visits.
- **Plans organizes and executes special events to include agenda/program meeting material logistics catering.
- **Serves as the liaison with UHM Facilities Management Office (FMO) and Telecom Office to ensure effective and efficient operations of the Architecture building. Becomes an authorized user for the FMO AIM work order online request system.
- **Handles external affairs developing and broadening professional community and organization relationships and communication and expanding community outreach.
- **Serves as liaison with the national American Institute of Architects (AIA) to offer courses for learning credit to maintain and expand the network with the professional community. Becomes an authorized user for the AIA administrative online system.
- **Works closely with the UH Foundation development officer to enrich donor relations external affairs and professional community support.
- **Participates in meetings and communications with school constituencies; provides strategic feedback on new and existing programs; researches and reports on issues related to new initiatives and programs; implementation of key projects resulting from the strategic agenda.
- **Coordinates all special projects e.g. international symposia journals and other publications branding strategies and implementation special alumni and donor events and interfaces with campus city state and national organizations and institutions.
- **Provides support for new identity and communication programs e.g. print and digital media promotional material student recruitment initiatives requiring editorial assistance and oversight and responsibilities as liaison w/ multiple constituencies.
- **Participates in strategic meetings; meets with selected constituents; assists with all written material issued from the deans office; assists in editing updating and refreshing website content and functionality ensuring that all information is accurate and complete.
- **Oversees various non-instructional school programs and events e.g. logistics for National Architectural Accrediting Board accreditation reports and visits; visits to and from affiliated foreign academic institutions; and professional organizations that interface with the academic mission
- **Works closely with newly identified donors to ensure that existing funds are monitored and that periodic efforts are in place to work with our donor community.
- Other duties as assigned
Minimum Qualifications- Possession of a baccalaureate degree in Business Administration and/or Management and 3 year(s) of progressively responsible professional experience with responsibilities for executive support; 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 executive support 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 executive support.
- 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.
- Demonstrated ability to lead subordinates manage work priorities and projects and manage employee relations.
Desirable Qualifications
- Experience in academic communication and/or constituent relations.
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.
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
