Operations Coordinator (0079316) bei University of Hawaii, HI

About the Department

Title: Operations Coordinator

Position Number: 0079316

Hiring Unit: OFC OF VP FOR STUDENT SUCCESS

Location: UH at Manoa

Date Posted: October 22, 2025

Closing Date: November 5, 2025

Band: B

Salary :salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Permanent

Duties and Responsibilities (* denotes essential functions):

1. *Serves as Assistant to the Vice Provost for Student Success in providing professional level support in the planning, developing and directing of student affairs matters.
2. *Drafts background and position papers, policy and technical reports and responses to inquiries from the Board of Regents, Office of the President, and Office of the Provost.
3. *Provides policy input, procedural analysis, collection of best-practices and decision making on current and/or new program directions or other issues assigned by the Vice Provost for Student Success.
4. *Identifies emerging issues affecting the students, the Office of the Vice Provost for Student Success (OVPSS) and the Manoa campus. Works with the Vice Provost for Student Success to identify critical issues, researches and analyzes the issue factors and makes sound recommendations to ensure issues are addressed in a timely and effective manner.
5. *Conducts research, assessment, and performance measurement functions for Student Success including, but not limited to, program reviews, and program operations, to ensure relevancy and effectiveness of programs and processes.
6. *Analyzes data, evaluates and interprets findings, develops constructive conclusions and recommendations and presents them in a clear, well-organized written and/or oral report.
7. *Monitors and handles sensitive student issues including but not limited to the Family Educational Rights & Privacy Act (FERPA) and the Health Insurance Portability & Accountability Act (HIPAA). Involves handling of highly confidential & security matters.
8. *Ensures compliance with appropriate laws, rules, regulations, policies and procedures throughout OVPSS. Analyze policies and procedures to identify potential problems. Provide technical information and interpretation of such policies, procedures, requirements, etc.
9. *Ensures all materials transmitted within and outside of OVPSS and the Manoa campus are in compliance with University policies and the Vice Provost's directives.
10. *Reviews documents, reports, requests and correspondence to determine the prioritization and appropriate handling and/or action required. Recommends appropriate action to the Vice Provost for Student Success after reading and analyzing reports, requests and other submissions.
11. *Serves as a point of contact to resolve administrative and student-related issues or concerns for students, faculty, staff, parents, alumni, and community members.
12. *Develops and maintains positive working relationships in support of the Vice Provost for Student Success by developing, strengthening and maintaining effective working relationships with Student Success units, other University executives, student groups, community groups, employers and other state and federal government officials.
13. Directs the development, coordination, and implementation of special programs, major planning efforts, and staff development initiatives that advance Student Success goals.
14. Assists with the conduct of fact-finding and investigations related to Student Success.
15. Manages shifting priorities by staying highly organized, adjusting plans as needed, and pivoting quickly to address urgent matters, including student emergencies and unforeseen community issues.
16. *Performs response duties for emergency and crisis situations at any time. Consults with the appropriate UH administration official, as necessary, on the proper action to be taken.
17. Serves as primary contact and oversees the implementation of fundraising initiatives and strategies.
18. *Serves as the working supervisor by managing office operations including but not limited to supervision of clerical staff & student assistant(s). Establishes office procedures and coordinates work assignments.
19. Serves as the point of contact to resolve administrative issues.
20. Plans meetings by preparing agendas and materials, setting goals with participants, and helping to develop and carry out action plans.
21. Prepares all administrative, fiscal and personnel related documents for the Office of the Vice Provost for Student Success.
22. Coordinates urgent scheduling changes, ensures seamless logistical support and provides real-time solutions during high-pressure or time-sensitive situations.
23. Maintains effective communication channels to keep the Vice Provost and other stakeholders informed of urgent developments, student crises, or last-minute changes requiring immediate attention.
24. Other duties as assigned

*Denotes Essential Functions

Minimum Qualifications:

2. Considerable working knowledge of principles, practices and techniques in the area of program or project management and/or business administration 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 program management and/or business management.
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, apply word processing software.
8. If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
9. Considerable knowledge of the theories and practices of organization and management.
10. Excellent written and verbal communication skills.
11. Proficient in Microsoft Office (Word, Excel, PowerPoint), Adobe Acrobat (PDF editing) and Google Workspace (Docs, Sheets, Forms, Slides) 
12. Experience with the scheduling and maintaining a calendar of events.
13. Ability to interpret and apply legal and policy provisions to situations consistently.
14. Ability to multi-task and perform in a high paced working environment.
15. Ability to exercise extreme tact, diplomacy, initiative and sound judgment.
16. Ability to work effectively with students, faculty, staff, community (including varied populations), federal and state agencies.
17. Ability to manage sensitive information and files containing confidential student information, including knowledge of FERPA regulations.

Desirable Qualifications:

1. Master’s degree in a related field.
2. Two (2) years of progressively responsible professional experience in student affairs administration, in a higher education setting or a large multi-facet enterprise, or equivalent organization.
3. Considerable knowledge of the University of Hawai`i, applicable policies and procedures, and relevant practices.

Click on the “APPLY” button on the top right corner of the screen to complete an application and attach required

documents. Applicant must submit the following:

1. Cover letter indicating how you satisfy the minimum and desirable qualifications;

2. Current resume;

3. Names and contact information (including telephone number and email addresses) of at least three (3) professional

references;

4. Copies of official undergraduate and graduate (as applicable) transcripts indicating degree conferred date with

confidential information (i.e. social security number, date of birth) redacted. However, original official transcripts are required

upon hire. Transcripts issued 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.

Incomplete, late or unreadable applications will not be considered. Academic record/grade summaries will not be

accepted. Diplomas and copies will not be accepted.

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Position Duties

The University of Hawai'i 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:  https://www.hawaii.edu/offices/eeo/policies/

Employment 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 Hawai'i may be viewed at: https://www.hawaii.edu/titleix/help/campus-security/, 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 Hawai'i 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: https://www.hawaii.edu/offices/eeo/accommodation-request/