Operations Coordinator (0079002)

JOB
Title: Operations CoordinatorPosition Number: 0079002Hiring Unit: EXEC OFF OF THE PRES, MANOA OFC BUSINESS & FINANCE, MANOA OFC BUSINESS & FINANCELocation: UH at ManoaDate Posted: 3/17/2026Closing Date: 4/6/2026Band: BSalary : salary schedules and placement informationFull Time/Part Time: Full-timeMonth: 11-monthTemporary/Permanent: PermanentDuties and Responsibilities: 1. *Responsible for the daily administrative support to the Chief Business Officer (CBO), who oversees the Manoa Office of Business and Finance (MBF) and related programs, to ensure efficient and effective operations.2. *Serves as Administrative Assistant to the Chief Business Officer, delivering high-level professional support in the strategic planning, development, and oversight of initiatives and programs that advance business operations for Manoa.3. *Manages the CBO's calendar with responsibility to prepare daily schedules, support meetings and communication to ensure the CBO's day and calendar ahead is efficient and effective.4. *Track, anticipate and prepare for upcoming deadlines, event and meetings that require action by the CBO, developing and maintaining an effective office system and sound modern practices incorporating appropriate technology.5. *Executes a broad range of complex administrative functions with the utmost professionalism, maintaining strict confidentiality and demonstrating unwavering integrity in all matters related to business operations.6. Prepares background and position papers, develops policy and technical reports, and initiates formal responses to inquiries from the Board of Regents and Internal Auditor; UH System leadership; Office of the President, Provost, Vice Provosts, other senior system and campus leadership; and other key internal and external stakeholders including the legislature, etc.7. *Collaborates with the CBO to identify critical issues, research and analyze the issue factors, and make sound recommendations to ensure issues are addressed in a timely and effective manner.8. *Ensures the highest standards of confidentiality, compliance, and security in all aspects of information management.9. *Foster effective working relationships with Manoa campus community. Facilitate effective, timely and appropriate means of information dissemination and utilize technology.10. Maintain knowledge of programs, initiatives and operations and CBO's scope of responsibilities, priorities and commitments.11. *Reviews documents, reports, requests and correspondence to determine the prioritization, disposition, and/or action required. Recommends appropriate action to the CBO after reviewing and analyzing reports, requests and other submissions.12. *Provides professional support on major planning efforts and administrative initiatives of the CBO and MBF.13. Provides liaison support to the CBO, responding to inquiries and maintaining continuity in their absence.14. *Oversees the office management and serves as the primary point of contact for analyzing and resolving administrative issues, ensuring MBF operations run efficiently and effectively to support both internal and external stakeholders.15. *Serves as the Office building coordinator, parking coordinator, telecom POC, UH directory coordinator, Aloha United Way and Hawai'i Foodbank coordinator, etc. for MBF and related units.16. *Supports the Assistant to Senior Executive and other CBO team members with administrative and logistical tasks.17. *Facilitates the coordination of onboarding procedures for new staff, encompassing office space logistics, equipment setup, parking arrangements, and orientation on internal MBF practices. Additionally, offers guidance on administrative and fiscal related processes as needed.18. *Serves as the lead in coordinating special events for MBF as directed by the CBO, and also assist other MBF team members on projects as assigned by the CBO.19. Works on special projects ranging from strategic planning, researching and analyzing reports, and other initiatives assigned by the CBO.20. *Provides general office administrative support for MBF units, including preparation and submission of administrative, fiscal, and personnel-related documents as directed, including purchasing, travel, human resources and administrative forms and requests.21. *Where applicable, serves as a working supervisor of assigned student employees and/or providing functional guidance to staff who work on projects/initiatives as needed.22. *Collaborates with other offices including the President's Office and the Offices of the Provost and Vice Provosts on shared initiatives and administrative processes.23. Other duties as assigned.* Denotes essential functionMinimum Qualifications 1. Possession of a baccalaureate degree in arts and humanities, social sciences, science, business administration, and public administration or related field and 3 years of progressively responsible professional experience with responsibilities for administrative support, policy analysis, compliance oversight, strategic initiatives, and/or office operations management; 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 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 higher education and/or business affairs.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, and proficiency across Microsoft Office and Google Workspace platforms.8. If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.9. Proven ability to organize, prioritize, and efficiently manage multiple responsibilities and deadlines.10. Demonstrated proficiency in being detail-oriented and highly organized; performing effectively under pressure in deadline-driven environments.11. Demonstrated ability to work independently while planning ahead, incorporate current technology practices, and adapting to shifting priorities, concurrent projects, and tight deadlines.12. Demonstrated ability to deliver high-quality customer service; demonstrated ability to communicate effectively and respectfully with diverse individuals and organizations and to work in a team-oriented manner.13. Familiarity with administrative processes in higher education business operations or comparable.Desirable Qualifications 1. Demonstrated experience and the ability to understand, respect, and effectively engage with individuals from a wide range of backgrounds.2. Demonstrated experience providing executive-level administrative support in a higher education environment.3. Demonstrated knowledge of university governance structures, business policies, and compliance requirements.4. Demonstrated experience in drafting policy papers, technical reports, and executive correspondence for senior leadership and governing boards.5. Proficiency with higher education administrative systems (e.g., PeopleSoft, Banner, or similar platforms) and advanced office technology tools.6. Demonstrated experience in coordinating initiatives that advance business and administrative support.7. Familiarity with fiscal and personnel processes in higher education, including budget tracking and basic HR procedures.To Apply: Note: 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: 1. Cover letter indicating your interest in the position and how you satisfy the minimum and desirable qualifications;2. Resume; 3. Names and contact information (telephone number and email addresses) of three (3) professional references; and 4. 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: University of Hawaii Manoa Office of Business and Finance Human Resources: uhmbfhr@hawaii.edu

EXAMPLE OF 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/