Administrative Operations Coordinator (Pos #79008)

Title:  Administrative Operations Coordinator (Administrative Support)
Position Number:  79008
Hiring Unit:  UH at Manoa School of Nursing and Dental Hygiene
Location:  Manoa Campus / Honolulu
Date Posted:  January 21, 2025 (Readvertisement)
Closing Date:  February 4, 2025
Band:  B
Minimum Monthly Salary:  Salary Schedules and Placement Information
Full Time/Part Time: Full Time; 100%
Temporary/Permanent: Permanent 

Other Conditions:
Expected to begin approximately January/February 2025 or as mutually acceptable.  To know more about the UH at Manoa, School of Nursing and Dental Hygiene (SONDH), go to: https://nursing.hawaii.edu/. 

Duties and Responsibilities: 

• ** Manage administrative functions in the Office of the Dean to ensure efficient and effective operations of the school. Ensure performance goals are met and set for the Office of the Dean operations.
• ** Responsible for providing professional level support in assisting the Dean, and Associate Deans as may be assigned, with reviewing and analyzing program issues, preparing and drafting program reports, action memos including new program proposals or modifications that are approved by the Dean, correspondences and other pertinent documents, and identifying areas of concern.
• ** Compile, analyze and evaluate statistical and other fiscal data for program effectiveness. Using discretion and judgment, formulate recommendations based on the results of the analysis.
• ** Coordinate the School's responses to legislative inquiries and legislative testimony.
• ** Support the organization's strategic alliances and partnerships.
• ** Plan and implement the annual calendar of activities and deadlines for School operations.
• ** Assist in the preparation of the School's annual operating budget.
• ** Prepare short and long term planning projections, biennium requests, tuition and fee proposals, and allocation requests.
• ** Prepare budgets and work plans for new and special projects, contracts, and grants.
• ** Collaborate with the Chief Administrative Officer to analyze expenditure records and advise on management of operations.
• ** Manage the School's major procurement activities including specialized, exempted and sole source requests, proposals and purchase requisitions to meet programmatic needs and operations.
• ** Prepare and coordinate data governance requests to protect the privacy and security of data and information under the stewardship of the School and comply with institutional requirements.
• ** Collaborate with the HR Manager to facilitate and monitor personnel recruitment, salary adjustments, reviews and other human resources activities.
• ** Collaborate with the Director for Clinical Placement & Operations to implement strategies for operational management, resource management and compliance.
• ** Serve as liaison to UH Foundation to monitor and manage school's accounts, reporting to funders and annual appeals.
• ** Serve as a resource liaison for the School's support staff infrastructure spanning multiple units and projects.
• ** Liaise with department chairs, program coordinators, and other unit leads to understand and manage operations activities; works closely with these faculty and APT staff to ensure they are provided with appropriate support systems.
• ** Maintain familiarity and compliance with multiple requirements, policies and procedures of the UH System, grantees and legislative mandates.
• Serve as the School's designated alternate building coordinator for facility related requests and activities.
• ** Plan and coordinate events including but not limited to all-school meetings, site visits, faculty recruitment visits, and consultant services that may occur during non-regular business hours on occasion with advance notice.
• Other duties as assigned

1. Possession of a baccalaureate degree in Business Administration , Education, Consumer Science or related field and 3 year(s) of progressively responsible professional experience with responsibilities for academic operations in a public institution of higher learning; 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 administration, project management, planning and organizing 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 the academic health sciences environment.
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 and apply word processing software.
8. If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
9. Excellent organizational skills, able to multi-task and prioritize activities as need to meet deadlines.
10. Excellent interpersonal communication skills in order to work effectively with students, peers, faculty, professionals and community members.
11. Demonstrated ability to take the initiative to identify and resolve day to day operational problems and issues.
12. Knowledge of contract agreements, negotiations and fiscal management specific to public universities.
13. Experience in planning and implementing site visits.
14. Demonstrated knowledge of information management, proficiency in the use of Microsoft Office, UH software, and willing to learn emerging academic support software programs.
15. Extensive working knowledge and understanding of FERPA, HIPAA, and applicable federal and state laws, rules, regulations and systems associated with the academic health sciences environment.
16. Able to work outside of normal business hours including evenings, weekends and/or holidays.
17. Able to travel independently to various locations in a timely manner. Fulfilled by possession of valid State of Hawaii Driver's License (class 3), valid comparable driver's license, or use of other means of transportation which meets position needs.

• Experience working within a large complex public educational organization similar in scope and size of the school and UH.
• Working knowledge of UH system wide financial and information management systems, policies and procedures.
• Experience working at a health professions program at the flagship campus of a public university.
• Experience in facilities management in a public setting.

1. Cover letter expressing interest in the position and how you satisfy the minimum and desirable qualifications;
2. Current resume;
3. Names and contact information (including email address) of three (3) professional references;
4. Copy of official transcripts. The original official transcripts will be required at the time of hire.