Operations Coordinator (HI APEX Coordinator) (#0096778) presso University of Hawaii, HI

About the Department

Title:                                           Operations Coordinator (HI APEX Coordinator)

Position Number:                      0096778

Hiring Unit:                                Small Business Development Center (SBDC)

Location:                                    UH Hilo    (position located on Oahu)

Date Posted:                              September 10, 2025

Closing Date:                             September 24, 2025

Salary:                                        salary schedule and placement information

Additional Salary Information:  PBB, minimum $5434/month

Full Time/Part Time:                   Full Time

Temporary/Permanent:             Temporary 

Other Conditions:  Appointment to begin approximately October 2025 pending position clearance and availability of funds. Temporary position, renewal contingent upon satisfactory work performance, availability of funds, and program needs.

Duties and Responsibilities   (denotes essential functions)

1. ** Markets HI Apex center services to the community and provides general procurement information. Informs clients of the potential for market expansion by contracting with Federal, State, and local government agencies
2. **Sponsors and hosts workshops and conferences, which includes educating attendees about general government contracting, required registrations, certifications that may apply to their businesses, marketing to the government, and solicitation review and preparation
3. **Provides networking opportunities for clients with government agencies and additional support services
4. **Provides specialized counseling to clients based on the needs of their business, which may include general consultation and information regarding Federal, State, and local contracting, as well as sub and prime contracting opportunities
5. **Assists clients in preparing a company profile that maximizes the potential of finding opportunities through the center’s electronic bid matching service
6. **Assists clients with required registrations at the State, Federal, and local level
7. **Assists with solicitation review, bid package preparation, bid history research, and assists with contract administration (upon award of contract) when needed
8. Assists clients with certification application to include woman-owned small business, minority-owned small business, 8(a) business development, HUBZ one certification, and Veteran and Service Disabled Veteran Owned business certification
9. Assists clients in marketing their business to government agencies.
10. Attend meetings with clients in person.
11. **Engages in advocacy for Hi Apex small business interests and community development by serving on boards, committees, task forces, and other public/private-sector community groups statewide in Hawai`i.
12. Performs administrative duties in conformance with various governmental laws, directives, regulations, and policies, including meeting PTAC reporting requirements.
13. Completes data entry into customer relationship management (CRM) system to track client and training activity.
14. Conducts public relations and outreach activities for the State of Hawai`i..
15. Other Duties as Assigned

Minimum Qualifications

1. Possession of a baccalaureate degree from an accredited four (4) year college or university in business or related field and three (3) year(s) of progressively responsible professional experience with responsibilities for businesses and related industries. Two (2) of those years must include experience in one or more of the following: government procurement assistance, consulting, small business management, or managerial consulting; 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 government contracting 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 government.
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, presentations, and other materials.
6. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, staff, groups, team leaders and members, and individuals.
7. Demonstrated ability to operate a personal computer, apply word processing software (i.e. Microsoft Office Suite, Adobe, Canva, Google, Drop Box, Zoom, Neoserra, and Constant Contact)
8. Must Possess a valid driver's license 9and if use of personal vehicle on the job is required, must also have a valid personal driver's insurance equivalent to Hawaii's No-Fault Driver's Insurance) and maintain throughout the duration of employment.
9. Strong organization skills with attention to detail.
10. Teaching, training, and public speaking skills.
11. Excellent verbal and written communication skills.
12. Strong financial analysis skills.
13. Knowledge of the principles and requirements of starting and operating a successful small business in Hawaii or the ability to quickly obtain such knowledge
14. Knowledge of the business counseling and governmental procurement processes.
15. Must possess the Association of Procurement Technical Assistance Centers (APTAC) Certification within one (1) year from date of hire

Desirable Qualifications

1. Knowledge of business financing alternatives (i.e. SBA loans, grants, or federal contracting) and the ability to develop an effective professional network in the business financing and banking communities
2. Experience working effectively with a multi-ethnic, multi-cultural population
3. Working knowledge of client management system, or Neoserra
4. Working knowledge of the Constant Contact email marketing and list management platform

To Apply:  Click on the "Apply" button on the top right corner of the screen to complete an application and attach each of the required documents. Applicant must submit the following: 

1. Cover letter explaining how each minimum and desirable qualification is met
2. Resume
3. The names and addresses, email addresses and telephone numbers of three [3] current professional references
4. Transcript(s) showing degrees and course work appropriate to the position (copies are acceptable; however, original official transcripts will be required prior to employment)

Please do not include any self-identifying photos they will be redacted. PLEASE REDACT REFERENCES TO SOCIAL SECURITY NUMBERS AND BIRTH DATE ON TRANSCRIPT COPIES.  All minimum qualifications must be met by the closing date. Incomplete applications will not be considered. Failure to submit all required documents and reference information shall deem an application to be incomplete.

Note: If you have not applied for a position before using NeoGov, you will need to create an account.

Inquiries: Joaquin Villarreal, [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/