Hybrid Operations Specialist (0096898) at University of Hawaii, HI

About the Department

Title:                                               Operations Specialist

Position Number:                          0096896

Hiring Unit:                                    VP for Administration, Office of Risk Management

Location:                                        Manoa Campus

Date Posted:                                 August 19, 2025

Closing Date:                                September 3, 2025; 11:59 PM, HST

Salary:                                            salary schedules and placement information

Additional Salary Information:     Pay Band B; minimum $5,434/month

Full Time/Part Time:                     Full-time

Temporary/Permanent:                Permanent

Funding:                                        General

• *Provides professional administrative support to the Director of Office of Risk Management (Director) and subordinate staff, and relieves them of administrative tasks by acting independently within established policies, procedures and practices.
• *Reviews and makes recommendations of office administrative actions, policies, procedures, and documents necessary to support office objectives.
• •* Performs specialized technical support and administrative duties to the Office of Risk Management (ORM) in the areas of risk control, loss analysis, claims and litigation and consultations, emergency preparedness, occupational safety and environmental health, contracts management procedures, and regulatory compliance.
•  *Reviews and coordinates all incoming and outgoing correspondence for the Director including telephone and in-person communications, email, and mail regarding requests for information, approval, etc.
• * Manages the Director’s calendar, anticipates their needs, and serves as a primary point of contact for inquiries, making all necessary arrangements for meetings, conferences, and appointments.
• * Provides direct support in oversight of office operations; prepares and coordinates facility and telecom service requests; maintains the departmental key inventory; maintains and orders office equipment and supplies; and updates and maintains the office website.
•  * Prepares and issues purchase orders, requisitions or requests for quotations in accordance with all applicable policies, procedures and practices.
• Provides fiscal oversight over all funds related to ORM.  Reviews, analyzes, evaluates and develops short and long-range budget (operating and/or capital improvements) proposals, requests and proposed expenditures.
• * Receives, reviews and tracks certificates of insurance, third party agreements, statements of self-insurance, action memos and other documents from internal and external sources; recommends changes to certificates of insurance in accordance with University policies and procedures.
•  * Manages claim files by documenting deadlines for renewals and ensuring copies of fully executed agreements and current insurance certificates, statements of self-insurance, actions memos and other documents are properly maintained on file.
•  * Prepares, develops, and maintains all official electronic and paper filing systems for ORM including, insurance documents, special events policies and various reports, forms and manuals.
•  * Receives, reviews, and records reports of property damage, theft, and vandalism, confirms information, submits claims to insurance carrier and monitors their progress, processes request for reimbursement.
• Drafts, prepares, and finalizes administrative documents such as meeting agendas, action memos, policies, procedures, reports, legislative requests, and other related matters.
•  * Provides support in the maintenance of information systems to ensure all actions are accounted and works with the Director and ORM staff to ensure timely response; prepares final documents, and maintains an effective filing system.
• Assists with special projects and performs other duties as assigned.

1. Possession of a baccalaureate degree in finance or business administration, or related field and 3 years of progressively responsible professional experience with responsibilities for finance or business administration; or any equivalent combination of education and/or professional work experience which provides the required education, skills and abilities as indicated.
2. Considerable working knowledge of principles, practices and techniques in the field of finance or business administration 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 finance or business 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 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, spreadsheet, and presentation software.
8. Demonstrated ability to analyze, interpret, and use sound logic and judgment when applying administrative policies and procedures.
9. Demonstrated ability to prioritize and organize workload to meet scheduled deadlines.
10. If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
11. Demonstrated written and verbal communication in presenting ideas and issues to
    build consensus and cooperation.

1. Working knowledge of the University’s risk management insurance program and contracts and insurance requirements for contracts, including review of certificates of insurance.
2. Familiarity with UH (Kuali, eTravel, etc.), RCUH, and/or UH Foundation Financial systems.
3. Demonstrated ability to analyze, interpret, and use sound logic and judgment when applying administrative policies and procedures.
4. Demonstrated ability to prioritize and organize workload to meet scheduled deadlines.
5. Demonstrated ability to assist with organizing conferences, symposia, and outreach events.

1. resume; 
2. cover letter indicating interest in the position and how the minimum and desirable qualifications of the position are met
3. the names and contact information (telephone number and email addresses) of at least three professional references and
4. copies of educational transcripts with CONFIDENTIAL DATA ie. social security number, date of birth REDACTED.  If transcripts are unobtainable at time of application, please indicate so where transcripts are required as an attachment.  You will have a grace period of 7 days from closing date to email copies of your transcripts to [email protected]. Official transcripts will be required if selected to fill the position.

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/