Administrative Officer (Assistant to the Chancellor) (#0097564)

Hilo, HI - USA

Monthly Salary: Not Disclosed

Posted on: 30+ days ago

Vacancies: 1 Vacancy

The job posting is outdated and position may be filled

Job Summary

Description

Title: Administrative Officer (Assistant to the Chancellor) (UPDATED 1/8/26)

Position Number:

Hiring Unit: Office of the Chancellor

Location: UH-Hilo

Date Posted: December 26 2025

Closing Date: January 12 2026

Band: B

Salary: Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Permanent

Other Conditions: Appointment to begin approximately February 2026 pending position clearance and availability of funds.

Position Overview:

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 Office of the Chancellor at UH Hilo is the primary executive administrative hub for the

campus. It is responsible for providing strategic leadership and overall direction for the

universitys academic mission research enterprise student success initiatives and community

engagement. The office works closely with the UH System President the Board of Regents

faculty staff students and the local community to align UH Hilos goals with the broader needs

of the state and Hawaii island. The Office of the Chancellor serves as the center for high-level

decision-making and is critical to maintaining the universitys accreditation financial stability

and reputation as a center for higher learning and cultural preservation.

The Assistant to the Chancellor position is a crucial manager and facilitator within this executive

environment. The individual in this role will manage the day-to-day operations of the Office of

the Chancellor ensuring administrative efficiency and smooth workflow. A major part of the

work involves providing high-level assistance in three key areas: policy project management

and executive communications. This position will research analyze and draft internal university

policies or prepare briefing materials on system-wide and state-level legislative policy issues

impacting the special projects the Assistant will coordinate complex initiatives

directly assigned by the Chancellor often requiring cross-division collaboration and

management of deadlines. Finally for executive communications the assistant will be

responsible for preparing and coordinating official correspondence presentations and remarks

for the Chancellor ensuring a consistent and professional voice for the administration in all

internal and external engagements.

Duties and Responsibilities (*denotes essential functions)

Executive Support and Representation:

*Provide the day-to-day administrative work of a broad scope and complexity under the Chancellors general direction utilizing independent judgment and initiative.
*Serve as the personal representative and primary liaison for the Chancellor to key stakeholders including university officials the community state/federal officials and legislators.
*Represent the Chancellor in scheduling and coordinating major university-wide activities such as convocation commencement recognition assemblies meetings and workshops.
Oversee the Chancellors schedule and calendar screen contacts and research issues to prepare the Chancellor for meetings and events.

Financial and Operational Compliance:

Manage Chancellors budgets by monitoring analyzing funds projecting fiscal needs and ensuring compliance with university policies for expenditures using independent judgment.
*Manage the operations of the Chancellors office ensuring smooth operations by applying technical knowledge of policies. This includes managing space approvals supervising student employees and overseeing records retention.

Policy Research and Improvement

*Research analyze draft and recommend the development or modification of policies and procedures related to administrative areas and academic programs. Advise the Chancellor on pertinent statutes policies and potential problems.
* Conduct research and evaluate administrative and academic areas to identify potential issues and problems and propose improvements for UH Hilo.
*Assess and recommend necessary changes to curriculum operations and campus programs including requirements for the planning development implementation and evaluation of programs.

Project Management

*Manage the design timeline accuracy and effectiveness of special assignments for campus executive leadership maintaining an inventory of projects and providing regular progress briefings.
* Lead and oversee special projects studies focus groups and task forces assigned by the Chancellor affecting academic administrative and student service areas.
* Oversee projects related to international agreements and international student recruitment coordinating among academic programs.

Communication and Legislative Affairs

*Provide direct assistance in preparing documents papers reports speeches and memoranda for the Chancellors presentations to the Board of Regents legislative bodies and community groups.
*Prepare background and position papers in response to inquiries from the Board of Regents or the legislature to support decision-making.
* Oversee and coordinate Chancellors Office communications including managing internal communications website content and email monitoring.

Other Duties as Assigned

Minimum Qualifications

Possession of a baccalaureate degree and three (3) year(s) of progressively responsible professional experience with responsibilities for management support with familiarity in higher education operations management communications 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.
Demonstrated proficiency utilizing Microsoft (MS) Office including Word and Excel and other commonly used software programs such as Adobe Acrobat.
Ability to apply discretion and confidentiality.
Must be highly organized detail oriented and have the ability to work competently and efficiently in a multi-task environment.
Ability to research analyze collect data and prepare written reports and memoranda in a timely manner.

Desirable Qualifications

Experience in a higher education institution.
Familiarity with the institutional culture of a university system particularly the University of Hawaii
Knowledge of University of Hawaii administrative policies and procedures.
Experience developing policies and/or procedures.
Supervisory experience

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:

Cover letter explaining how each minimum and desirable qualification is met
Resume
Names and addresses email addresses and telephone numbers of three 3 current
professional references
Transcript(s) showing degrees and course work appropriate to the position (copies are

acceptable; however original official transcripts will be required prior to employment).

Transcripts issued from an institution outside the United States of America require a course-by-course analysis with an equivalency statement from an agency having membership with the National Association of Credential Evaluation Services Inc. verifying the degree equivalency to that of an accredited institution within the USA. Expense of the evaluation shall be borne by the applicant. Copies of diplomas will not be accepted.

Please do not include any self-identifying photos. Please redact references to Social Security numbers and birthdates from transcript copies. All requested documents/information become the property of the University of Hawaii at Hilo. Failure to submit all required documents shall deem an application to be incomplete. Incomplete applications will not be considered.

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Inquiries: Bonnie Irwin

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:

DescriptionTitle: Administrative Officer (Assistant to the Chancellor) (UPDATED 1/8/26)Position Number:Hiring Unit: Office of the ChancellorLocation: UH-HiloDate Posted: December 26 2025Closing Date: January 12 2026Band: BSalary: Time/Part Time: Full-timeMonth: 11-monthTemporary/Permanent...