• Job Description

  Req#: 4735309

  Description

  Title: Operations Coordinator
  Position Number: 0081449
  Hiring Unit: HAWAIINUIAKEA SCH HAWN KNOWL, SHK DEAN'S OFF, SHK DEAN'S OFF
  Location: UH at Manoa
  Date Posted: 11/19/2024
  Closing Date: 12/04/2024
  Band: B
  Salary: salary schedules and placement information
  Additional salary information: minimum $ 63,000 year/ $ 5,250 month
  Full Time/Part Time: Full-time
  Month: 11-month
  Temporary/Permanent: Permanent
  
  Duties and Responsibilities
  1. *Provides professional administrative support for the Dean and serves as the primary point of contact for the daily operations of the School of Hawaiian Knowledge (SHK) Dean's Office.
  2. *Serves as Office Manager for the Dean's Office to ensure a professional, effective and efficient work environment. Develops and maintains effective systems for communicating, scheduling, filing and electronic document tracking.
  3. *Supports the Dean's new initiatives and processing memoranda of agreements, meetings with university representatives and coordination with relevant parties.
  4. *Facilitates and manages faculty personnel actions such as tenure/promotion, contract renewal, and periodic review. Provides guidance to faculty in navigating the various systems used to process these actions. Updates related databases in SHK and Office of the Vice Provost for Academic Excellence (OVPAE).
  5. *Manages all college documents including personnel documents, meeting minutes, college policy, administrative memos, and other archival materials. Serves as steward of highly confidential information.
  6. *Independently prepares a variety of correspondence for the Dean, including action memos, offer letters, contract renewals, lengthen/shorten probationary period, etc. Ensures appropriateness and propriety, identifies problem areas and researches and resolves discrepancies to advise the Dean accordingly.
  7. *Provides guidance on and processing Emeritus requests.
  8. *Oversees and coordinates the Dean's calendar and appointments.
  9. *Organizes and schedules meetings, such as leadership, Chairs/Directors, committee meetings, etc. Attends and takes meeting minutes for record keeping and dissemination.
  10. *Coordinates events sponsored by the SHK Dean's Office by scheduling, planning and overseeing logistical arrangements for program review, strategic planning, retreats, etc.
  11. *Tracks, anticipates and prepares for upcoming deadlines and events that require action by the Dean.
  12. *Ensures daily work is in compliance with university, state, and federal policies, procedures and practices and advises the Dean accordingly.
  13. *Organizes travel and itineraries for the Dean and prepares travel request/completion reports. Prepares and submits documentation for the Dean's reimbursements.
  14. Prepares and processes fiscal documents such as requisition, purchase orders, check requests, and serves as a Pcard holder.
  15. *Serves as the Parking Coordinator to distribute parking allocations to the units within the College.
  16. *Fosters effective working relationship with the Manoa campus community.
  17. *Recruits, hires, trains, and manages student assistants in the Dean's Office.
  18. Other duties as assigned.
  *Denotes Essential Functions
  
  Minimum Qualifications
  1. Possession of a baccalaureate degree in business, arts, social science, arts and humanities, education or related field and 3 year(s) of progressively responsible professional experience with responsibilities for project management, program administration, and/or supporting executives/administrators; 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 field of project management, program administration and/or supporting executives/administrators 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 program administration.
  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, including spreadsheets, presentation software, etc.
  8. If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
  9. Demonstrated ability to work and communicate effectively and sensitively with individuals from diverse demographic populations and cultures.
  10. Demonstrated ability to work effectively and independently under pressure with frequent interruptions, and remain flexible in handling several concurrent assignments with competing deadlines.
  11. Demonstrated ability to handle confidential information with a high level of tact, discretion, and diplomacy.
  12. Ability to solve problems using creative solutions, within the context of policies and institutional frameworks.
  13. Strong organizational skills and ability to manage work priorities.
  14. Strong communication and interpersonal skills.
  15. Demonstrated ability to foster a team-oriented environment with a diverse group of individuals.
  
  Desirable Qualifications
  1. Professional work experience in a higher education environment.
  2. Experience working in academic programs.
  3. Familiarity with the institutional culture of the UH system, particularly of the UH Manoa campus.
  4. Knowledge of UH, RCUH, and/or UHF policies and procedures.
  5. Experience with contract/agreement review.
  6. Working knowledge of collaborative software apps such as Google Workspace.
  7. Working knowledge of the Hawaiian language
  
  To Apply:
  Note: If you have not applied for a position before using NeoGov, you will need to create an account.
  
  Click on the "Apply" button on the top right corner of the screen to complete an application and attach required documents.
  (1) resume;
  (2) cover letter indicating interest in the position and how the minimum and desirable qualifications of the position are met;
  (3) the names and contact information (telephone number and email addresses) of at least three professional references; and
  (4) copies of educational transcripts with CONFIDENTIAL INFORMATION (ie. social security number, birth date, etc.) REDACTED. If requested transcripts are unobtainable by closing date, please indicate so in your cover letter. Unofficial transcripts are acceptable upon application but official transcripts will be required if selected to fill the position.
  Incomplete applications will not be considered.
  
  Inquiries: Graciane Lemos, graciane@hawaii.edu.

  EEO/AA, Clery Act, ADA

  The University of Hawai'i is an Equal Opportunity/Affirmative Action Institution and is committed to a policy of nondiscrimination on the basis of race, sex, gender identity and expression, age, religion, color, national origin, ancestry, citizenship, disability, genetic information, marital status, breastfeeding, income assignment for child support, arrest and court record (except as permissible under State law), sexual orientation, domestic or sexual violence victim status, national guard absence, or status as a covered veteran. For more information or inquiries regarding these policies, please refer to the following link: http://www.hawaii.edu/offices/eeo/eeo-coordinators/

  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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