Operations and Conference Coordinator, Psn No 0080219

Title: Operations Coordinator

Position Number: 0080219

Hiring Unit: OFC OF VP FOR STUDENT SUCCESS, STUDENT CO-CURRICULAR SUCCESS, STUDENT RESIDENTIAL LIFE

Location: UH at Manoa

Date Posted:   January 28, 2025

Closing Date:  February 11, 2025 11:59 PM, HST

Band: B

Salary : salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Permanent

 Duties and Responsibilities 

Administrative

1. *Supports the Director with the planning and coordination of daily events, meetings, training sessions including preparation and execution of memorandums, reports, agendas, meeting minutes, notices, manuals.

2. *Plans, coordinates and/or manages SHS information flow including serving as the initial intake point for face-to-face, written, email, and/or telephone requests and manages mail services, prepares and manages program communications with students and staff, preparing program meeting agendas and emails and recording accurate meeting notes.

3. Maintains the Student Housing Services (SHS) Master Calendar, scheduling the use of SHS Conference Rooms, monitors operational activities and timelines, sets up meeting schedules, plans logistics for internal/external meetings and events, coordinates meetings by planning, scheduling, preparing agenda and effectively communicating with team members.

4. Supports the management of SHS emergency housing process, including but not limited to, identification of available spaces, administration of emergency housing contract, issuing of temporary meal plan, establishing check-in/out procedures, and coordinating room turnaround.

5. Greets visitors and arranges appointments on behalf of the Director; clears vendors for SHS projects ensuring propriety & compliance with UH Procurement policies and procedures.

6. *Develops, maintains and updates a database and/or spreadsheet or other applicable software program used to increase the efficiency for the Director's office, designs filing systems and generates applicable reports.

7. *Maintains SHS Inventory of supplies, furniture& fixtures; oversees servicing and repair order(s) through completion; procures and tracks supplies by consulting appropriate vendor catalogs and other resources in accordance with procurement guidelines. Receives items and coordinates processing invoices and payments.

8. *Resolves operational and administrative matters in accordance with current policies, procedures and directives as requested. 

Conference Housing

1. Serves as primary point of contact for housing projects that provide additional revenue for SHS in the management of the SHS programs including but not limited to: contracts and records management, conference housing, workshops, events, assignment processes and office operations.

2. Develops metrics to evaluate the effectiveness of programs and services to identify program successes and areas which need improvement.

3. *Participates as a member of committees with responsibility for the management and implementation of an operating budget for programs and services offered. Oversees timely billing and payment to groups and vendors according to contractual terms and assists in the resolution of procurement, billing and collection issues, as needed.

4. Collaborates and coordinates with the fiscal staff on the conference housing billing, collection, and refund processes to ensure accurate and timely payments.

5. Collaborates and coordinates with the resident life staff on conference housing accommodations to ensure guests stays (including check-in and check-out) are in alignment with conference housing policies and procedures.

6. Continually reviews the conference housing procedures for increased efficiency and effectiveness.

7. Serves as the Administrator On-Call. In addition to being on-call during regular office hours, this position is required to be accessible during after-hour emergencies, including evening and weekend work hours.

8. May serve as the working supervisor for lower rank personnel, office support student hires student conferences staff; sets behavioral expectations; monitors and evaluates their performance. Develops and implements appropriate strategies for selection, training, performance counseling and evaluation.

*Works after normal business hours, including weekends and/or holidays, as needed.

 Perform other duties as assigned.

 * Denotes Essential Functions

 Minimum Qualifications 

1. Possession of a baccalaureate degree in Business Administration, Social Science, Education or related field and three (3) years of progressively responsible professional experience with responsibilities for project management and/or office management; 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 project management and/or office management 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 project management and/or office management.

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, apply word processing software, and spreadsheets.

8. If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.

9. Ability to work evenings, weekends and/or holidays.

10. Ability to use a company-issued cell phone to maintain timely communication.

 Desirable Qualifications 

1. Experience in support services in an academic environment.

2. Knowledge of and maintains UH policies, procedures, BANNER and STAR student information systems.

3. Knowledgeable of and maintains FERPA standards of privacy and confidentiality.

4. Knowledgeable of CODA standards and requirements.

5. Familiarity with conference housing projects.

To Apply:

 Click on the “Apply” button on the top right corner of the screen to complete an application and attach all the required documents.  Documents include: 

 •             Cover letter explaining how you meet the minimum and desirable qualifications;

•             Current Resume;

•             Official transcript(s) showing the degree and coursework to date appropriate to the advertised position (copies are accepted; however, original official transcripts will be required at the time of hire);

•              Names and contact information (telephone number and email addresses) of three (3) professional references.

The application will be considered incomplete if materials are unreadable or illegible or password protected, and will not be considered  Please REDACT references to social security numbers and birth date on submitted documents.    Late or incomplete applications may not be considered.

Note: If you have not applied for a position before using NEOGOV, you will need to create an account.

Inquiries:  Adele Fujita, afujita@hawaii.edu or 808-956-4008