Operations Coordinator, Assistant Director (0096965T) READVERTISEMENT

Title: Operations Coordinator (Assistant Director)
Position Number: 0096965T
Hiring Unit: RES & DEAN OF GRAD DIV, SCH O&ES&T, HAW INST OF MAR BIO
Location: Kaneohe, Hawaii
Date Posted: 2/20/2025
Closing Date: Continuous Until Filled - Application Review Begins 3/17/2025
Band: C
Salary : salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Temporary

Other Conditions: Continuation dependent on satisfactory performance, available funds, operational needs and actual staffing requirements.

This is a temporary position with the ability to become permanent.
 
Duties and Responsibilities
1.      *Serves as the Assistant Director and advisor reporting to the Director and is designated HIMB subject matter expert for office administration, partner institution agreements, internal and external relations initiatives and programs, and facilities operations.
2.      *Develops and directs the administrative management policies and systems for the Institute; develops broad plans and internal directives to accomplish the strategic planning goals of the Institute and the HIMB Director.
3.      *Reviews documents, reports, requests and correspondence to determine the prioritization and appropriate handling and/or action required. Recommends appropriate action to the Director after reading and analyzing reports, requests and other submissions.
4.      *Plans, organizes, directs and manages the Institute's operational functions, including developing operating policies, procedures, protocols and practices.
5.      *Ensures that the vision and directions of the Director are executed on a day-to-day basis throughout all aspects of the HIMB campus. Serves as the Director's advisor for administrative matters and support operations including, but not limited to: fiscal; human resources; travel; procurement; contracts; compliance; training; organizational management and development; and facilities management.
6.      *Responds to emergency and crisis situations with composure and professionalism. Consults with the appropriate UH office(s), as necessary, on the proper action to be taken.
7.      *Supervises and assigns work functions to senior level staff who oversee operations including but not limited to: web/IT infrastructure, facilities maintenance and management, administrative services management, senior administrative support officer.
8.      *Plans, directs, assigns, and evaluates work assignments of subordinate journey worker(s) and other support staff.
9.      *Serves as the Director's office representative to other unit support offices, and the different UHM and UH system central offices in assisting the Director in meeting operational responsibilities of the Institute.
10.    *Speaks on behalf of HIMB Director's Office (DO) with authority to initiate effective actions or decisions that impact the organization's operations based on prior consultation and guidance.
11.    *Formulates and implements effective recommendations to resolve operations and DO administration issues requiring interpretation of policies, procedures, & practices or development of new HIMB operating policies, protocols or practices.
12.    *Sets priorities to maintain and expand capacity of research-related activities at HIMB, and coordinates with senior staff on research support to manage: animal health and welfare; laboratory safety and hazardous waste; research vessel fleet; permitting for collection of organisms; permitting for research use of land and submerged land; allocation of facilities space; scientific instrument acquisition; and service contracts.
13.    *Collaborates with Director in various executive roles: e.g., team building, fostering communication across HIMB operations, coordinating and scheduling meetings and playing a leadership role in the formation of an effective and positive culture within the Institute.
14.    *Provides expert technical staff support and participates in strategic planning, collaborates with internal/external focus and survey stakeholder groups to develop goals and objectives.
15.    *Serves as the campus-wide non-researcher expert on behalf of HIMB for programs & research initiatives requiring the exercise of seasoned professional judgment when communicating complex information about the Institute's work, operations, programs & policies.
16.    *Keeps abreast of laws, statutes and policies and collective bargaining agreements as they apply to the Institute and advises the Director on these matters; communicates with university administration and state and federal regulators and works with senior staff to ensure HIMB activities are consistent with policies.
17.    *Monitors and handles sensitive personnel issues related to program planning which involves handling of highly confidential matters.
18.    *Conducts staffing analyses and implements necessary adjustments. Advises Director and faculty on personnel matters and contract interpretations.
19.    *Interacts with local, state and federal agencies to advance HIMB priorities on behalf of the Director.
20.    *Writes and submits grant proposals to federal, state and private granting agencies for funds to support improvements in infrastructure and expansion of the overall research and educational activities of the Institute including serving as PI, when appropriate.
21.    *Reviews grant proposals for alignment with HIMB strategic priorities and policies and ensures the availability of committed institutional resources.
22.    *Authorized to speak for the Director on routine community relations activities; identifies and addresses public needs for scientific information and education.
23.    Other Duties as Assigned
*Denotes Essential Functions
 
Minimum Qualifications
1.      Possession of a baccalaureate degree in Marine Sciences, Geosciences, Life Sciences, Social Sciences, Oceanography, Technology, Engineering, or in Business Administration, Finance, or related field and six (6) years of progressively responsible professional experience to include three (3) years of experience in a supervisory role and understanding of basic principles in human resource management and three (3) years of experience in fiscal and/or extramural grants administration; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
2.      Advanced and comprehensive knowledge and understanding of a wide range of developing and emerging concepts, principles and methodologies of the administration of an organized research unit.
3.      Comprehensive knowledge and understanding of a wide range of principles, theories, federal and state laws and systems associated with personnel administration and organization management.
4.      Demonstrated ability to understand problems from a broad interactive perspective and use reasoning to discern underlying principles and issues when problem solving, and apply creative thinking to resolve problems in new and innovative approaches.
5.      Demonstrated written and verbal competence in presenting ideas, concepts and models clearly using persuasion and negotiation to build consensus and cooperation.
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, word processing and spreadsheet software.
8.      For supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
9.      Strong interpersonal, communication, and leadership skills.
10.    Experience in and/or demonstrated commitment to promoting diversity, equity, and inclusion in the workplace.
Desirable Qualifications
1.      Masters or Doctoral degree or equivalent in Marine Sciences, Geosciences, Life Sciences, Social Sciences, Oceanography, Technology, Engineering, or closely related field(s) or equivalent research experience.
2.      Masters degree in Business Administration or closely related field.
3.      Experience in a supervisory or management role at UH.

To Apply:
Click on the “Apply” button on the top right corner of the screen to complete an application and attach 1) cover letter indicating your interest in this position and how you satisfy the minimum and desirable qualifications, 2) resume, 3) the names and contact information (include title, email, and phone number) of at least three professional references and 4) copies of educational transcripts with confidential information (i.e., social security number, birth date, etc.) redacted. Official transcripts will be required at the time of hire. Transcripts issued outside of the United States of America require a course-by-course analysis with an equivalency statement from an agency having membership with the National Association of Credential Evaluation Services, Inc., verifying the degree equivalency to that of an accredited institution within the USA. Expense of the evaluation shall be borne by the applicant.
 
Incomplete applications will not be considered. The application will be considered incomplete if materials are unreadable.
 
Minimum qualifications must be met by the date of application.
 
If you submit more than one application, only the most recent application will be considered.
 
Note: If you have not applied for a position before using NeoGov, you will need to create an account.
 
Inquiries: Candace Kaawaloa, cawana@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/