• Job Description

  Req#: 4941789

  Description

  Title: Operations Coordinator - Academic Affairs

  Position Number: 0080647

  Hiring Unit: UH AT WEST OAHU, VC FOR ACADEMIC AFFAIRS

  Location: Kapolei

  Date Posted: May 14, 2025

  Closing Date: June 12, 2025

  Band: B

  Salary: salary schedules and placement information

  Full Time/Part Time: Full-time

  Month: 11-month

  Temporary/Permanent: Permanent

  
  

  Duties and Responsibilities (*Denotes Essential Functions):

  
  

  • *Oversee, prioritize, and perform complex, confidential support services for the Office of the Vice Chancellor for Academic Affairs (OVCAA) having extensive contact with individuals such as senior management, faculty, staff, and colleagues from various institutions unique to the University.
  • *Perform as a liaison for the Vice Chancellor for Academic Affairs and work closely with members of internal and external offices and divisions.
  • *Supervise and train the support staff and student employees in the OVCAA. Establish office procedures to ensure workflow is efficient, effective, and that provides the highest level of customer service to all internal and external constituents.
  • Partner with the UHWO Business Office and the Human Resources Office to ensure compliance with fiscal and personnel matters in accordance with Federal, State, and University rules, policies, and regulations.
  • Serve as source of support for Division Chairs in the faculty recruitment process. Prepare and send out the appointment memo from the Vice Chancellor for Academic Affairs (VCAA) to the search committee members. Post tenure track positions to national online recruitment sites in accordance with collective bargaining agreement and University policies and procedures.
  • *Oversee the recruitment, hiring, and onboarding of all Lecturers and OVCAA Casual hires to include the collection and auditing of all new hire forms for Lecturers and Casual hires, ensuring certification of I-9 forms in compliance with federal regulations.
  • *Manage, oversee, and coordinate all aspects of the campus-wide Overloads to include but not limited to preparation, submission, reviewing, monitoring, and verifying eligibility and proper accounting information.
  • Collect background information on lecturers and overload faculty to determine proper placement on lecturer and overload fee schedules.
  • Ensure efficient, accurate, and timely processing of all overloads in compliance with university payroll deadlines.
  • *Input various OVCAA personnel transactions such as faculty/staff overloads, lecturer hires, position management requests, etc. into the Peoplesoft system and route for approvals.
  • *Review faculty personnel administration transactions, including but not limited to Special Salary Adjustments (SSA), tenure, promotion and/or contract renewals for conformity with established policies and procedures.
  • *Monitor instructional workloads to ensure alignment with the collective bargaining agreement and federal, state, and University rules and regulations. Provide support with the annual faculty workload reporting system.
  • Research and collect appropriate supporting data, analyze the data, and make recommendations on extraordinary or unusual personnel administration requests.
  • Gather, assemble, organize, and analyze data and information in support of various special initiatives and academic programs, including the academic development plan and accreditation reports and visits.
  • Other duties as assigned.

  
  

  Minimum Qualifications:

  
  

  1. Possession of a baccalaureate degree in Business Administration, Public Administration, Human Resources Management, or related field and three (3) years of progressively responsible professional experience with responsibilities for office management, business administration, higher education, or human resources; 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 office management, business administration, or public administration 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 office management, business administration, or higher education.
  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. For supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.

  
  

  Desirable Qualifications:

  
  

  1. Extensive knowledge of policies, practices, rules and regulations governing public sector human resources or business administration.
  2. Experience using computerized human resources information systems.
  3. Experience with database creation and management.
  4. Ability to work with multiple priorities, deadlines, and frequent interruptions.
  5. Experience working in a higher education setting.
  6. Demonstrated ability to address and resolve issues of a sensitive and complex nature.
  7. Current Notary Public and/or willing to become a Notary Public.

  
  

  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 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: UHWO Human Resources; 808-689-2525; uhwohr@hawaii.edu

  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.
  
  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/

• About the company

  The University of Hawaiʻi System, formally the University of Hawaiʻi and popularly known as UH, is a public college and university system that confers associate, bachelor's, master's, and doctoral degrees through three universities, seven community col...

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