<p>Description</p> <p>Title: Operations Coordinator</p> <p>Position Number: 0080180</p> <p>Hiring Unit: Office of the President</p> <p>Location: Manoa Campus</p> <p>Date Posted: August 14, 2025</p> <p>Closing Date: August 29, 2025; 11:59 PM, HST</p> <p>Salary: salary schedules and placement information</p> <p>Additional Salary Information: Pay Band B; minimum $5,434/month</p> <p>Commensurate with experience within budgetary limitations</p> <p>Full Time/Part Time: Full-time</p> <p>Temporary/Permanent: Permanent</p> <p>Funding: General</p> <p>Other Conditions: Position is pending clearance and is excluded from collective bargaining.</p> <p>Duties and Responsibilities</p> <ul> <li>Denotes Essential Functions </li><li>Provides administrative, fiscal, and programmatic support directly to the UH president and to the Office of the President and addresses a variety of matters with tact, confidentiality, sound discretion and judgement, and timeliness. </li><li>*Manages usage of UH president's house at College Hill and Loulu Conferencing Center, including drafting usage policies, accepting reservation requests, making decisions on usage requests, coordinating site visits, ensuring user compliance with house rules, coordinating work orders with UHM Facilities, and managing the house and conferencing set-up and clean-up. </li><li>*Manages systemwide process of selecting Willard Wilson and President's Building and Grounds Awards, including coordinating systemwide selection committees, processing financial prizes, coordinating recognition activities with BOR staff, and drafting award letters and talking points for the UH president. </li><li>*Hires, trains, and supervises student assistants and ensures work is properly assigned and completed accurately and on a timely basis. </li><li>Plans, schedules, and organizes events, activities, programs, and special projects associated with the Office of the President. </li><li>Establishes and maintains communications with system office staff, campus staff, and external agencies and individuals with whom close coordination is essential. </li><li>Develops and maintains record keeping systems (e.g., Document Tracking System), files, and Office of the President databases. </li><li>Tracks and does follow-up for correspondence, action memoranda, and other documentation submitted to the President. </li><li>*Manages operations of the Office of the President, including managing office information flow, supplies and equipment, greeting visitors, and serving as the initial intake point for mail, telephone calls, conference room and state vehicle requests. </li><li>*Communicates and coordinates with various senior management administrative staff to facilitate and ensure adequate and effective office operations and coverage at all times. </li><li>*Prepares, issues and/or tracks various fiscal, procurement, and travel related documents in compliance with applicable laws, rules, regulations, policies, and procedures. </li><li>Conducts research, reviews policies and procedures, provides input, and participates in the design of activities to support initiatives, decision-making, planning purposes, and to improve and streamline office operations. </li><li>Other duties as assigned </li></ul> <p>Minimum Qualifications</p> <ul> <li>Possession of a baccalaureate degree in public administration, education, business, or other related fields and 3 years of progressively responsible professional experience with responsibilities for providing administrative, fiscal and project management; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated. </li></ul> <p>Desirable Qualifications</p> <ul> <li>Possession of Master's degree in public administration, education, business, or other related field. </li><li>Ability to travel in a timely and efficient manner to various locations on Oahu to conduct errands and support meetings/events. </li><li>Additional years of professional work experience as described. </li><li>Demonstrated knowledge of the University of Hawaii, its organization, and its policies and procedures. </li><li>Demonstrated knowledge of RCUH and UH Foundation policies and procedures. </li><li>Demonstrated knowledge of Kuali Financial System (KFS), Concur, eTravel, eFacilities AiM, and other UH fiscal systems. </li><li>Demonstrated knowledge of Zoom, Adobe Acrobat, Dropbox, and web-based Google suite of products. </li></ul> <p>To Apply</p> <p>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:</p> <ul> <li>resume; </li><li>cover letter indicating interest in the position and how the minimum and desirable qualifications of the position are met </li><li>the names and contact information (telephone number and email addresses) of at least three professional references and </li><li>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 systempo@hawaii.edu. Official transcripts will be required if selected to fill the position. </li></ul> <p>INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED.</p> <p>Note: If you have not applied for a position before using NeoGov, you will need to create an account.</p> <p>Inquiries</p> <p>Office of Human Resources, systempo@hawaii.edu</p> <p>EEO, Clery Act, ADA</p> <p>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/</p> <p>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.</p> <p>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.</p> <p>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.</p> <p>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/</p>