Executive Operations Coordinator

Responsible for providing executive operations coordination and assistance on behalf of the John A Burns School of Medicine (JABSOM) dean’s office, including providing direct support to the Dean, Chief of Staff, and Associate Deans.          

Location: JABSOM

ESSENTIAL JOB DUTIES AND FUNCTIONS

• Serves as the Dean’s office operations coordinator under the direction of the JABSOM Chief of Staff providing professional level support in the planning, development, and directing of JABSOM dean’s office matters, including assisting in developing procedures and processes that increase the efficiency and function within the Dean’s office.
• Provides operations support to the JABSOM’s executive team including identifying work priorities and appropriate approaches to coordinate and implement special projects driven by the Dean’s office executive leaders.
• Develops programming content, may conduct program presentations and evaluations, and maintains programming databases.
• Draft, edit, and proofread dean’s office correspondence, reports, and other documents on behalf of the Dean and/or Chief of Staff; to include responding to emails and inquiries on behalf of the Dean and/or Chief of Staff in a professional and timely manner and maintaining effective communication with internal and external stakeholders.
• Organize meetings between the Dean and/or Chief of Staff and high-level university officials and external stakeholders, to include preparing background briefings and reports for meetings with state and federal government officials.
• Supports in gathering and synthesizing research materials for the JABSOM executive team’s projects, including gathering research on relevant topics, compiling data, and preparing summaries, reports, or memorandums for meetings, conferences or publications. 
• Supports the Dean’s office staff with the preparation or review of administrative and fiscal related documents, including but not limited to requisitions, purchase orders, travel requests in compliance with the University of Hawaii (UH), Research Corporation of UH (RCUH), University Health Partners of Hawaii (UHP), and the UH Foundation (UH).
• Supervise lower-level staff, graduate assistants, or student assistants; provides feedback, coaching, and evaluations.
• Other duties as assigned.
• Complies with all legal requirements and company policies.

MINIMUM QUALIFICATION REQUIREMENTS

• Possession of a baccalaureate degree in Business Administration, Management, Economics or related field or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated. 
• Up to one year of progressively responsible professional experience with responsibilities for office or operations management, human resources, or administrative duties