Operations Coordinator Academic Affairs (0080647) READVERTISEMENT

Title:Operations Coordinator Academic Affairs

Position Number:

Hiring Unit: University of Hawaii - West Oahu Vice Chancellor for Academic Affairs

Location: Kapolei HI

Date Posted:October 31 2025

Closing Date:Continuous application review begins November 17 2025

Band: B

Salary: salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Permanent

This position is essential to the success of the Office of the Vice Chancellor for Academic Affairs (OVCAA) as it supports core academic personnel processes (e.g. tenure promotion contract renewal) faculty hiring lecturer onboarding and compliance with collective bargaining agreements. This position ensures that deadlines are met payroll is processed accurately and accreditation and reporting obligations are fulfilled. By aligning with UH-West Oahus mission and UH System strategic imperatives this position contributes to strengthening faculty success and academic quality ensuring compliance and risk management and supporting workforce and student success initiatives by maintaining efficient academic operations.

Duties and Responsibilities (*Denotes Essential Functions):

Operational & Administrative Leadership

• *Oversee prioritize and perform complex confidential support services for OVCAA maintaining regular senior leadership faculty staff and external colleagues.
• *Serve as liaison for the Vice Chancellor for Academic Affairs (VCAA) with internal and external offices ensuring timely communication and problem solving.
• *Supervise and train OVCAA the support staff and student employees; establish office procedures to ensure efficiency and exceptional customer service.

Faculty & Lecturer Personnel Processes

• *Oversee recruitment hiring and onboarding of lecturers and OVCAA Casual hires including collection and auditing of required forms verification of I-9 compliance and processing of appointments in PeopleSoft.
• Serve as source of support for Division Chairs during the faculty recruitment process including search committee appointment memos search committee communication and national posting of tenure-track in compliance with university policies and collective bargaining agreements.
• Collect background information to determine placement on lecturer and overload fee schedules.

Overload and Payroll Management

• *Manage oversee and coordinate all aspects of overloads including preparation submission monitoring eligibility review and accounting verification.
• Ensure efficient and accurate processing of overloads to meet payroll deadlines and compliance requirements.
• *Input faculty/staff personnel transactions (i.e. overloads lecturer hires position management requests) into PeopleSoft for approval routing.

Faculty Personnel Administration

• *Review faculty personnel transactions including Special Salary Adjustments (SSA) tenure promotion and contract renewals for conformity with established policies and procedures for compliance with university policies and collective bargaining agreements.
• *Monitor instructional workloads to ensure alignment with agreements and reporting requirements; support annual workload reporting system.
• Research analyze and make recommendations on extraordinary or unusual personnel administration requests.

Other

• *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.
• 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.
• Perform other duties as assigned.

Minimum Qualifications:

1. 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 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.
2. Considerable working knowledge of principles practices and techniques in the area of office management business administration or higher education operations as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts principles and methodologies.
3. 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.
4. 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.
5. Demonstrated ability to interpret and present information and ideas clearly and accurately in writing verbally and by preparation of reports and other materials.
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 and apply word processing software.
8. For supervisory work demonstrated ability to lead subordinates manage work priorities and projects and manage employee relations.

Desirable Qualifications:

1. Knowledge of policies practices and rules governing public-sector HR or business administration.
2. Experience with computerized HR information systems and database management.
3. Ability to manage multiple priorities deadlines and frequent interruptions.
4. Experience working in a higher education setting.
5. Demonstrated ability to address sensitive and complex issues effectively.
6. Current Notary Public certification (or willingness to obtain).

To Apply:

Click on the Apply button on the top right corner of the screen to complete an application and attach required documents. Applicants must submit the following:

• Cover letter indicating interest in the position and how the minimum and desirable qualifications are met.
• Current resume
• References - names and contact information (telephone number and email addresses) of at least three (3) professional references.
• Transcripts showing pertinent degree (copies of transcripts are acceptable but official transcripts will be required at time of hire).

Note:If you have not applied to a position before using NEOGOV you will need to create an account. Late incomplete or unreadable application materials will not be considered. Please REDACT any social security number and/or birth date on your documents prior to submitting.

Inquiries: UH West Oahu Human Resources: ;

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: