Operations Coordinator (Director of Special Projects) (#0080928)

Title: Operations Coordinator (Director of Special Projects)

Position Number:

Hiring Unit: Administrative Affairs Office of the Vice Chancellor

Location: UH Hilo

Date Posted: November 1 2025

Closing Date: November 17 2025

Band: C

Salary: salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Permanent

Other Conditions: Appointment to begin approximately January 2026 pending position clearance and availability of funding.

The University of Hawaii at Hilo (UH Hilo) is a public liberal arts and sciences university on the Island of Hawaii known for its unique blend of cultural immersion and research opportunities leveraging the islands extraordinary geological biological and cultural diversity. It is a comprehensive regional university within the ten-campus University of Hawaii system focusing primarily on high-quality baccalaureate and select postgraduate education including distinctive programs in areas like marine science geology astronomy and Hawaiian language revitalization.

The UH Hilo Division of Administrative Affairs serves as the central administrative and operational backbone of the campus providing executive leadership and non-academic affairs program management. This division is responsible for critical functions such as budget formulation fiscal management human resources facilities planning and construction physical plant operations campus security and environmental safety and health.

The Director of Special Projects works within the Division of Administrative Affairs serving as a key resource for advancing strategic initiatives that support UH Hilos academic mission student success and goals. This role involves assisting the Vice Chancellor and other administrative units in the management and development of significant often complex projects that fall outside the scope of day-to-day operations. This may include overseeing aspects of campus infrastructure development implementing new management systems or processes for efficiency assessing long-term organizational resilience and facilitating innovative initiatives. The Director will be tasked with providing organizational and strategic support to ensure the successful planning execution and completion of high-priority projects that contribute to the universitys overall administrative excellence and the quality of the campus environment.

Duties and Responsibilities: (**Denotes Essential Functions)

1. *Provide strategic leadership and operational oversight for high-impact administrative domains including real property management food service operations legal services liaison functions federal and state construction project management contract administration institutional event planning and highly specialized procurement.
2. *Serve as a principal advisor and key collaborator within the Division of Administrative Affairs on matters related to administrative operations strategic initiatives and resource optimization.
3. *Provide interim leadership and operational oversight to Administrative Affairs Departments during periods of transition ensuring continuity of service and alignment with institutional priorities.
4. Direct major Administrative Affairs initiatives that align with strategic planning efforts and translate to institutional goals into actionable initiatives.
5. Lead and coordinate cross-functional administrative units to ensure cohesive service delivery and strategic alignment with university priorities.
6. Facilitate comprehensive organizational assessments to evaluate operational effectiveness identify improvement opportunities and implement strategic initiatives that support a culture of continuous improvement and operational excellence.
7. Other Duties as Assigned

Minimum Qualifications

1. Possession of a baccalaureate degree in business administration public administration project management or related field and six (6) year(s) of progressively responsible professional experience with responsibilities for administrative operations management and contract administration of which at least 4 years must include project management experience; or any equivalent combination of education and/or professional work experience which provides the required education knowledge skills and abilities as indicated.
2. Advanced and comprehensive knowledge and understanding of a wide range of developing and emerging concepts principles and methodologies in the area of administrative operations management and contract administration.
3. Comprehensive knowledge and understanding of a wide range of principles theories federal and state laws and systems associated with administrative operations management and contract administration.
4. Demonstrated ability to understand problems from a broad interactive perspective and use reasoning to discern underlying principles and issues when problem solving and applying creative thinking to resolve problems in new and innovative approaches.
5. Demonstrated written and verbal competence in presenting ideas concepts and models clearly using persuasion and negotiation to build consensus and cooperation.
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 apply word processing software and be proficient in Microsoft Office software applications such as Excel Word and Access.
8. For supervisory work demonstrated ability to lead subordinates manage work priorities and projects and manage employee relations.
9. Demonstrated success in leading and executing high-impact initiatives that align organizational objectives with measurable and actionable outcomes.
10. Proven expertise in conducting organizational assessments to identify operational improvements and resource optimization.
11. Demonstrated expertise in analyzing and resolving complex and unstructured problems to effectively overcome obstacles; and proven ability to manage critical regulation-driven projects ensuring compliance timeliness and measurable results.
12. Substantial experience providing interim leadership and operational oversight during periods of significant organizational transition or change.
13. Progressively responsible professional experience serving as a liaison for legal services.
14. Demonstrated experience in construction procurement and contract administration.
15. Demonstrated experience managing specialized procurement activities.

Desirable Qualifications

1. Masters degree in business administration public administration or project management
2. Working knowledge of the Kuali Financial System (KFS) or similar financial systems utilized by institutions of higher education.
3. Extensive project management experience leading cross-functional teams through ambiguity and complexity promoting cohesive collaboration and ensuring timely delivery of organizational initiatives.
4. Broad based experience in real property management including administration of property use lease negotiations drafting lease agreements and strategic space planning within a higher education or public sector environment.
5. Significant experience managing food service operations including contract negotiation and drafting budget planning and forecasting procurement of furnishings equipment and services as well as coordinated campus food related events to support institutional programming.
6. Significant progressively responsible professional experience serving as a liaison for legal services including but not limited to preparing clear and concise briefings and summarizations of legal issues for decision-makers and working with offices of general counsel to research and develop legal advice and opinions.
7. Knowledge of University of Hawaii administrative services and functions including but not limited to Auxiliary Services Facilities Maintenance Facilities Planning and Construction Human Resources Contracts and Procurement Security and Real Property.

To Apply:

Click on the Apply button on the top right corner of the screen to complete an application and attach each required document. A complete application must include:

1. Cover letter explaining how qualifications are met
2. Resume
3. Names and contact information (telephone number and email addresses) of at least three professional references
4. Transcript(s) showing degrees and course work appropriate to the position (copies are acceptable; however original official transcripts will be required prior to employment).

Please do not include any self-identifying photos. Please redact references to Social Security number and birthdates on transcript copies. All requested documents/information will become the property of the University. All minimum qualifications must be met by the hire date. Incomplete applications will not be considered. Failure to submit all required documents and reference information shall deem an application to be incomplete.

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Inquiries: Kalei Rapoza

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: