Operations Coordinator (0097568)

Title: Operations Coordinator

Position Number:

Hiring Unit: John A. Burns School of Medicine Deans Office

Location: Kakaako (Honolulu)

Date Posted: 01/20/2026

Closing Date: 02/03/2026 (11:59 pm HST)

Band: B

Salary: salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Permanent

Other Conditions: Start of employment to begin approximately March 2 2026 or as mutually acceptable subject to position clearance; annually renewable depending on performance.

Duties and Responsibilities

1. *Serves as the Office Manager for the Deans Office providing professional specialized administrative and fiscal support serving as primary liaison and trusted advisor for the Dean and Associate Deans to University of Hawaii (UH) administrators JABSOM-affiliated health systems and community partners students legislators other Deans and external professional groups/institutions/agencies.

2. *Manages the daily operations and communication for the Deans Office acting as the primary point of contact for internal and external constituencies.

3. *Ensures a professional effective and efficient work environment by developing and maintaining effective systems for communication scheduling filing and electronic document tracking.

4. *Maintains confidentiality and serves as the Dean and Associate Deans confidant on personnel sensitive or strategic issues.

5. *Addresses concerns and critical issues expressed by individuals within the JABSOM community and the public by conducting research and analyzing the issues to provide recommendations on the appropriate action and/or response to be taken in a timely and effective manner.

6. *Maintains general knowledge of major JABSOM educational research and community-facing programs to route queries and arrange meetings efficiently.

7. *Manages Deans Office documents including meeting minutes school policies administrative memos and other archival materials. Serves as a steward of highly confidential information.

8. *Independently reviews and prepares a variety of correspondence for the Deans Office including action memos reports and supporting documents to the President Provost and Vice Provosts Offices (OVPAE OVPEM and OVPRS) and other internal/external offices and constituents.

9. *Ensures operational and administrative matters follow university state and federal policies procedures and practices and advises the Dean and Associate Deans accordingly.

10. *Tracks anticipates and prepares for upcoming deadlines and events that require action by the Deans Office.

11. *Coordinates meetings sponsored by the Deans Office by scheduling planning and overseeing logistical arrangements (e.g. campus visits workshops open house trainings) and supports the JABSOM Events Management team with larger special events which may include working after normal business hours including evenings weekends and/or holidays.

12. *Coordinates and prepares travel-related requests reports logistics and itineraries for the Dean and Associate Deans including UH e-Travel and UHF-supported travel.

13. *Fosters effective working relationships with the JABSOM and Kakaako campus community.

14. *Recruits hires trains and manages subordinate Deans Office assistants student assistants and graduate assistants for the Deans Office as needed.

15. Other duties as assigned.

*Denotes Essential Job Duties

Minimum Qualifications

1. Possession of a baccalaureate degree in arts social science humanities science education business human resources or related field and 5 year(s) of progressively responsible professional experience with responsibilities for project management program administration and/or supporting executives/administrators; 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 project management program administration and/or supporting executives/administrators as demonstrated by the broad knowledge of the full range of pertinent standards 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 project management and/or program administration.

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 a practical innovative and timely manner.

5. Demonstrated ability to interpret and present information and ideas clearly and accurately in writing verbally and by preparing reports and other materials.

6. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations groups team leaders members and individuals.

7. Demonstrated ability to operate a personal computer and apply Microsoft and Google word processing spreadsheet and presentation software.

8. If applicable for supervisory work demonstrated ability to lead subordinates manage work priorities and projects and manage employee relations.

9. Demonstrated ability to utilize video conferencing software such as Zoom.

10. Evidence of being highly organized able to work under pressure with frequent interruptions and remaining flexible in multitasking several concurrent assignments with competing deadlines.

11. Demonstrated ability to apply tact and diplomacy in dealing with divergent groups and confidential/sensitive information.

12. Strong oral written and interpersonal skills.

13. Demonstrated customer service experience.

14. Demonstrated ability to foster a team-oriented environment with a diverse group of individuals.

15. Ability to work evenings weekends and/or holidays.

Desirable Qualifications

1. Experience working in a higher education environment.

2. Experience working with faculty members.

3. Experience updating webpages.

4. Experience designing flyers or brochures utilizing software such as Canva.

5. Familiarity with UH Manoa policies and procedures.

6. Familiarity with the institutional culture of the University system particularly of the University of Hawaii at Manoa campus.

To Apply:

Click on the Apply button on the top right corner of the screen to complete an application and attach the required documents by the closing date:

• a cover letter indicating how you satisfy the minimum and desirable qualifications
• current resume
• official transcripts confirming degree completion (copies acceptable; however official transcripts sent directly from the degree granting institution required upon hire)
• Three (3) professional references (complete with contact information including e-mail address)

The application will be considered incomplete if materials are unreadable. Late or incomplete 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: Corinne Coco Seymour MEd: ;

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: