Operations Coordinator (0096746T) -Readvertisement at University of Hawaii, HI
University of Hawaii, HI · Honolulu, United States Of America · Onsite
- Professional
- Office in Honolulu
About the Department
READVERTISEMENT
Title: Operations Coordinator
Position Number: 0096746T
Hiring Unit: OFFICE OF THE PROVOST, OFC OF VP FOR ACAD EXCELLENCE, GRAD DIV - OFFICE OF THE DEAN
Location: UH at Manoa
Date Posted: August 27, 2025
Closing Date: September 12, 2025
Band: B
Salary : salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Temporary
Other conditions: Continuation of temporary position is dependent on availability of funds and satisfactory work performance.
Duties and Responsibilities
*Serves as the Office Manager for the Dean's Office, providing professional specialized administrative and fiscal support serving as primary liaison and trusted advisor for the Dean and Associate Dean, to Manoa graduate programs, University of Hawaii (UH) administrators, students, and external professional groups/institutions/agencies.
*Manages the daily operations and communication for the Dean's Office, acting as the primary point of contact for internal and external constituencies.
*Ensures a professional, effective, and efficient work environment by developing and maintaining effective systems for communication, scheduling, filing and electronic document tracking.
*Maintains confidentiality and serves as the Dean and Associate Dean's confidant on personnel, sensitive, or strategic issues.
*Addresses concerns and critical issues expressed by individuals within the university 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.
*Conducts initial assessment of all student complaints, assesses/analyzes situations, determines urgency of complaints to ensure proper protocols are followed in accordance with University, state, and federal policies/procedures/regulations (i.e., Title IX, FERPA) and ensures complaints are handled in a timely manner with a high degree of discretion.
*Maintains current knowledge of graduate programs, Graduate Division related policies and procedures, scope of responsibilities and priorities.
*Manages college documents including personnel documents, meeting minutes, college policy, administrative memos, and other archival materials. Serves as a steward of highly confidential information.
*Independently reviews and prepares a variety of correspondence for the Dean's Office, including action memos, reports and supporting documents to the Provost and Vice Provost's Offices (OVPAE, OVPEM, and OVPRS), Manoa graduate programs, and other internal/ external offices and constituents.
*Ensures operational and administrative matters follow university, state, and federal policies, procedures and practices and advises the Dean and Associate Dean accordingly.
*Tracks, anticipates and prepares for upcoming deadlines and events that require action by the Graduate Division.
*Coordinates events sponsored by the Graduate Division by scheduling, planning and overseeing logistical arrangements (e.g., campus visits, workshops, open house, trainings).
*Coordinates and prepares travel related requests, reports, logistics and itineraries for the Dean and Associate Dean.
*Fosters effective working relationships with the Manoa campus community.
*Recruits, hires, trains, and manages student assistants and graduate assistants for the Dean's Office as needed.
Conducts and participates in fact-finding and investigations as needed.
Other duties as assigned.
Minimum Qualifications
Possession of a baccalaureate degree in arts, social science, humanities, science, education, business, or related field, and 3 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.
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.
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.
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.
Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally, and by preparation of reports and other materials.
Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
Demonstrated ability to operate a personal computer and apply word processing, spreadsheet, and presentation software.
If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
Evidence of being highly organized, able to work under pressure with frequent interruptions, and remaining flexible in multi-tasking several concurrent assignments with competing deadlines.
Demonstrated ability to apply tact and diplomacy in dealing with divergent groups and confidential/sensitive information.
Strong oral, written and interpersonal skills.
Demonstrated customer service experience.
Demonstrated ability to foster a team-oriented environment with a diverse group of individuals.
Desirable Qualifications
Experience working in a higher education environment.
Experience working with graduate students and faculty.
Familiarity with UH Manoa policies and procedures.
Familiarity with the institutional culture of the University system, particularly of the University of Hawaii at Manoa campus.
To Apply:
If you have not applied for a position before using NeoGov, you will need to create an account.
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 your interest in the position and how you satisfy the minimum and desirable qualifications;
Resume;
Names and contact information (telephone number and email addresses) of three (3)professional references; and
Copy of unofficial transcripts (official transcripts will be required at the time of hire). Academic record/grade summaries will NOT be accepted. Copy of diplomas will NOT be accepted.)Documents 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
IMPORTANT: If multiple applications are received from the same candidate, only the last one will be reviewed. Please DO NOT include any self-identifying photos, REFERENCES TO SOCIAL SECURITY NUMBERS AND BIRTH DATE on any documents within the application packet. All items become the property of the University of Hawaii and will not be returned. Only complete applications will be passed on to the search committee for consideration. Incomplete or unreadable application materials will not be considered.
Inquiries: Julienne Maeda, Interim Dean, 808-956-7541, [email protected]
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/
