What are the responsibilities and job description for the Executive Operations Coordinator position at University of Hawaii?
Description
***** Applicants seeking short-term or part-time work with the University of Hawai'i may apply for Casual Hire positions, which include administrative, professional, and technical (APT) or instructional-type positions. Because of the temporary nature of these appointments, Casual Hire employees are not eligible for most benefits as provided to regular Board of Regents (BOR) and Civil Service employees (i.e. paid holidays/leave). Casual Hire appointments may last for up to 89 days for full-time employees, and up to 1 calendar year for part-time employees.
Title: Executive Operations Coordinator
Position Number: Casual Hire
Hiring Unit: C OF HLTH SCI & SW, SCH OF MED, ADMIN, FINANCE, & OPERATIONS
Location: Kakaako, Medical Education Building
Date Posted: March 18, 2025
Closing Date: March 25,2025
Band: PBA
Salary: salary schedules and placement information
Full Time/Part Time: Full-time
Temporary/Permanent: Temporary 87 days
Duties and Responsibilities-
Serves as the Dean’s Office Executive Operations Coordinator. Provides professional level of 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.
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Provides operations support to the JABSOM Executive Team, including identifying work priorities and appropriate approaches to coordinate and implement special projects driven by the Dean’s Office executive leaders.
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Develops programming content, may conduct program presentations and evaluations, and maintains programming databases.
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Draft, edit, and proofreads 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.
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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.
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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.
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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), the Research Corporation of the UH (RCUH), the University Health Partners of Hawaii (UHP), and the UH Foundation (UHF).
- Supervise lower-level staff, graduate assistants, or student assistants; provides feedback, coaching, and evaluations.
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Complies with all legal requirements and University policies.
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Other duties as assigned.
- Possession of a baccalaureate degree in business administration, management, economics and/or related field and one (1) year(s) of progressively responsible professional experience with responsibilities for office or operations management, human resources, or business administration; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
Knowledge, Skills and Abilities
- Functionalknowledgeofprinciples,practicesandtechniquesintheareaofaccountingor business administration as demonstrated by knowledge, understanding and ability to apply concepts, terminology.
- Functionalknowledgeandunderstandingofapplicablefederalandstatelaws,rules, regulations and theories and systems associated with accounting and business administration.
- Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of business administration.
- Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.
- Demonstrated ability to establish and maintain effective working relationships with internalandexternalorganizations,groups,teamleadersandmembers,andindividuals.
- Demonstratedabilitytooperateapersonalcomputer,processingsoftwareandeffectively incorporate technology, including but not limited to Microsoft Office Suite products, Google Suite products, Zoom, Microsoft Teams, etc.
Supplemental Minimum Qualifications
- Ability to adapt to changing work locations & environments.
- Demonstrated ability to understand & analyze oral & written documentation, write reports, letters, & procedures & communicate effectively in a variety of situations.
Desirable Qualifications
- Two (2) years of professional level experience working in a university, healthcare, academic, research, or corporate office setting.
- Functional knowledge of principles, practices and techniques in higher education or business management, demonstrated by ability to apply concepts and terminology.
- Ability to travel independently to various locations in a timely and efficient manner.
To Apply:
Submit the following directly via email to: Karan Chavis via email at kchavis@hawaii.edu:
- a cover letter how you satisfy the minimum qualifications
- current resume
- official transcripts confirming degree completion (copies acceptable; however, official transcripts sent directly from the degree granting institution required upon hire)
- Three (3) professional references (complete with contact information, including e-mail address)
Inquires: Karan Chavis, kchavis@hawaii.edu or 808-692-0883
EEO, Clery Act, ADA
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.
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/
