Operations Coordinator (0097524T)

Title: Operations Coordinator

Position Number: 0097524T

Hiring Unit: School of Ocean and Earth Science and Technology (SOEST)

Location: Manoa Campus

Date Posted: April 3, 2025

Closing Date: April 22, 2025

Band: B

Salary : salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Temporary

Other Conditions: To begin approximately May 2025.   Continuation subject to availability of funds and satisfactory performance.  

Duties and Responsibilities (*Denotes essential duties)

1. *Communicates and coordinates with various senior administrative staff to facilitate and ensure adequate and effective office operations and coverage at all times.
2. *Coordinates SOEST Administrator telecom, computer and equipment set-up.  Keeps track of computer hardware and software licenses, orders replacements as needed. Submits telecom requests as needed.
3. *Leads efforts to implement and maintain data management systems, ensuring accuracy, accessibility, and security.
4. *Develops and implements office policies and procedures to improve efficiency, ensuring compliance with university and school policies.
5. *Develops and maintains an organized system for policies, procedures, and official documentation, ensuring compliance with institutional guidelines.
6. *Provides administrative, fiscal, and program management analysis support to SOEST operations.
7. *Conducts research, reviews policies and procedures, provides input, and participates in the design of activities to support initiatives, decision-making, planning purposes, and to improve and streamline office operations.
8. *Maintains and monitors equipment inventory for accuracy. Oversees and coordinates the School's verification annual inventory report. Reviews equipment disposals, transfers, loans, and donations. Advises and trains programs custodians in property management.
9. *Maintains accurate account of project budget information and expenditures, develop financial spreadsheets, and performs regular audits and reconciliations as necessary.
10. *Develops complex or special nonrecurring reports as needed.
11. *Onboards new SOEST Faculty and Staff and sets-up access to various online portals, systems, and delegations.
12. *Develops and implements training programs for SOEST Faculty and Staff.
13. *Recruits and supervises day to day work of student assistants, which includes identifying and making work assignments, reviewing assigned work, and providing training and feedback to the assistants.
14. *Prepares reports and correspondence for internal and external review/distribution.
15. Works as a team member to identify, coordinate, and evaluate problems.
16. *Receives and participates in regular training opportunities relative to policies and procedures of specialty area.
17. *Responsible for written and oral communications, exercising tact, diplomacy, and good judgment in relations with others.
18. *Develops and presents to management and other personnel written and/or oral reports and recommendations.
19. *Advises supervisor of the progress of projects assigned, anticipated problems, major policy changes expected affecting specialized area, and completion of projects assigned.
20. Maintains and fosters effective working relationships with others both internal and external to the University.
21. Other duties as assigned

Minimum Qualifications 

1. Possession of a baccalaureate degree in in business administration or related field and 3 year(s) of progressively responsible professional experience with responsibilities for sponsored project administration or general business management or financial or governmental accounting; 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 sponsored project administration or general business management or financial or governmental accounting 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 sponsored project administration or general business management or financial or governmental accounting.
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. Demonstrated ability to analyze, interpret, and use sound logic and judgment when applying administrative policies and procedures.

Desirable Qualifications 

1. Familiarity with the UH and RCUH accounting, procurement, and HR systems
2. Knowledge of policies and procedures of UH and RCUH
3. Knowledge of emerging technologies.
4. Strong understanding of computer hardware and software.

To Apply:

Click on the “Apply” button on the top right corner of the screen and attach the required documents. 

Applicants must submit the following: (1) cover letter indicating how you satisfy the minimum and desirable qualifications, (2) resume, (3) names and contact information of 3 professional references and (4) copies of transcripts with confidential identifiable information (i.e. social security number, birth date, etc.) redacted are acceptable, but official transcripts will be required at the time of hire.

Incomplete and late applications will not be considered.

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

Inquiries:

    Teresa Medeiros; 808-956-3181; tersame@hawaii.edu

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.
 
In accordance with Article 10 of the unit 08 collective bargaining agreement, bargaining unit members receive priority consideration for APT job vacancies. As a result, external or non BU 08 applicants may not be considered for some APT vacancies. BU 08 members with re-employment rights or priority status are responsible for informing the hiring unit of their status. 
 
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/