University of Hawaii System
Operations Coordinator (0096746T) -Readvertisement
University of Hawaii System, Honolulu, Hawaii, United States, 96814
Description
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, UH administrators, students, and external groups. Manages the daily operations and communication for the Dean's Office, acting as the primary contact for internal and external constituencies. Ensures a professional, effective, and efficient work environment by developing and maintaining systems for communication, scheduling, filing, and electronic document tracking. Maintains confidentiality and serves as a confidant on personnel, sensitive, or strategic issues. Addresses concerns and critical issues by conducting research, analyzing issues, and providing timely recommendations. Conducts initial assessment of student complaints, ensuring proper protocols are followed per policies/regulations (e.g., Title IX, FERPA) with discretion. Maintains current knowledge of graduate programs, policies, and priorities. Manages college documents, including personnel files, meeting minutes, policies, and archival materials, handling highly confidential information. Prepares correspondence, reports, and supporting documents for the Dean's Office to internal and external offices. Ensures operational matters follow policies and advises the Dean and Associate Dean accordingly. Tracks deadlines and prepares for upcoming events requiring action. Coordinates events sponsored by the Graduate Division, overseeing logistics. Prepares travel requests, reports, and itineraries for the Dean and Associate Dean. Fosters effective relationships within the Manoa campus community. Recruits, hires, trains, and manages student and graduate assistants as needed. Participates in investigations as needed. Performs other duties as assigned. Minimum Qualifications
Baccalaureate degree in arts, social science, humanities, science, education, business, or related field, plus 3 years of relevant experience in project management, program administration, or supporting executives/administrators, or equivalent combination of education and experience. Knowledge of principles and practices in project management and program administration. Understanding of applicable laws, regulations, and systems related to project management and administration. Ability to resolve complex problems using creative reasoning and logic. Ability to interpret and present information clearly in writing and verbally. Ability to establish and maintain effective relationships with internal and external stakeholders. Proficiency in computer applications including word processing, spreadsheets, and presentations. If supervisory, ability to lead, manage priorities, and handle employee relations. Highly organized, able to work under pressure, multi-task, and meet deadlines. Tact and diplomacy in handling sensitive information. Strong communication and interpersonal skills. Customer service experience. Ability to foster a team-oriented environment with diverse individuals. Desirable Qualifications
Experience in higher education. Experience with graduate students and faculty. Familiarity with UH Manoa policies and procedures. Knowledge of the University of Hawaii institutional culture. Application Instructions
Applicants must create an account on NeoGov if applying for the first time. Submit the following: Cover letter
indicating interest and qualifications; Resume ; Names and contact info of three professional references; Unofficial transcripts (official transcripts required at hire). Documents from outside the US need a course-by-course evaluation. Important:
Only the last application from a candidate will be reviewed. Do not include photos, social security numbers, or birth dates in documents. Applications become property of the University of Hawaii and will not be returned. Incomplete applications will not be considered. Contact & Additional Information
Inquiries: Julienne Maeda, Interim Dean, 808-956-7541, julienne@hawaii.edu EEO, Clery Act, ADA policies are available at the provided links. Employment contingent on eligibility verification, background checks, and other requirements. Campus security info is available online. Priority consideration for union members is noted. Reasonable accommodations are available upon request.
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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, UH administrators, students, and external groups. Manages the daily operations and communication for the Dean's Office, acting as the primary contact for internal and external constituencies. Ensures a professional, effective, and efficient work environment by developing and maintaining systems for communication, scheduling, filing, and electronic document tracking. Maintains confidentiality and serves as a confidant on personnel, sensitive, or strategic issues. Addresses concerns and critical issues by conducting research, analyzing issues, and providing timely recommendations. Conducts initial assessment of student complaints, ensuring proper protocols are followed per policies/regulations (e.g., Title IX, FERPA) with discretion. Maintains current knowledge of graduate programs, policies, and priorities. Manages college documents, including personnel files, meeting minutes, policies, and archival materials, handling highly confidential information. Prepares correspondence, reports, and supporting documents for the Dean's Office to internal and external offices. Ensures operational matters follow policies and advises the Dean and Associate Dean accordingly. Tracks deadlines and prepares for upcoming events requiring action. Coordinates events sponsored by the Graduate Division, overseeing logistics. Prepares travel requests, reports, and itineraries for the Dean and Associate Dean. Fosters effective relationships within the Manoa campus community. Recruits, hires, trains, and manages student and graduate assistants as needed. Participates in investigations as needed. Performs other duties as assigned. Minimum Qualifications
Baccalaureate degree in arts, social science, humanities, science, education, business, or related field, plus 3 years of relevant experience in project management, program administration, or supporting executives/administrators, or equivalent combination of education and experience. Knowledge of principles and practices in project management and program administration. Understanding of applicable laws, regulations, and systems related to project management and administration. Ability to resolve complex problems using creative reasoning and logic. Ability to interpret and present information clearly in writing and verbally. Ability to establish and maintain effective relationships with internal and external stakeholders. Proficiency in computer applications including word processing, spreadsheets, and presentations. If supervisory, ability to lead, manage priorities, and handle employee relations. Highly organized, able to work under pressure, multi-task, and meet deadlines. Tact and diplomacy in handling sensitive information. Strong communication and interpersonal skills. Customer service experience. Ability to foster a team-oriented environment with diverse individuals. Desirable Qualifications
Experience in higher education. Experience with graduate students and faculty. Familiarity with UH Manoa policies and procedures. Knowledge of the University of Hawaii institutional culture. Application Instructions
Applicants must create an account on NeoGov if applying for the first time. Submit the following: Cover letter
indicating interest and qualifications; Resume ; Names and contact info of three professional references; Unofficial transcripts (official transcripts required at hire). Documents from outside the US need a course-by-course evaluation. Important:
Only the last application from a candidate will be reviewed. Do not include photos, social security numbers, or birth dates in documents. Applications become property of the University of Hawaii and will not be returned. Incomplete applications will not be considered. Contact & Additional Information
Inquiries: Julienne Maeda, Interim Dean, 808-956-7541, julienne@hawaii.edu EEO, Clery Act, ADA policies are available at the provided links. Employment contingent on eligibility verification, background checks, and other requirements. Campus security info is available online. Priority consideration for union members is noted. Reasonable accommodations are available upon request.
#J-18808-Ljbffr