Auxiliary & Facilities Services Officer (0080875)

University of Hawaii•Honolulu, HI

2d•Onsite

About The Position

The Auxiliary & Facilities Services Officer is responsible for managing and improving efficiency, controlling costs, and ensuring safe and effective service delivery for all Commuter Services operations. This role involves researching business system solutions, consulting with users, and addressing various operational concerns such as employee/customer issues, contractor performance, service disruptions, billing, and parking impacts. The officer also conducts inspections, monitors activities, prepares reports, and serves as a resource for data analysis and interpretation. Additionally, the position involves developing training materials, managing procurement processes, administering bid cycles, handling citation appeals, and ensuring compliance with all relevant rules and regulations.

Requirements

Possession of a baccalaureate degree in Business Administration, Public Administration, Management Information Systems, Data Science, or related field and 3 year(s) of progressively responsible professional experience with responsibilities for business and/or operations management; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
Considerable working knowledge of principles, practices and techniques in the area of business and/or operations management as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.
Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations, and theories and systems associated with business and/or operations management.
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.
Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally, and by preparation of reports and other materials.
Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
Demonstrated ability to operate a personal computer; apply word processing software and spreadsheets.
If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
Ability to work outside of normal work hours, including evenings, weekends, and holidays.
Ability to travel independently to various geographical locations in a timely manner.
Requirement may be fulfilled by a valid Hawaii Driver's license (class 3, comparable driver's license, or other means of transportation), which meets position needs.
Demonstrated ability to interpret and apply administrative rules, policies, contract requirements, and operating procedures to a variety of work situations.
Ability to communicate effectively and professionally with the public in difficult or high-conflict situations.

Nice To Haves

Experience with University or public-sector procurement, contract administration, fiscal documentation, billing, collections, or operational reporting.
Knowledge of large-scale parking operations, rules, regulations, permit/pass processes, special event parking procedures, and related administrative practices.
Experience with parking management systems, enforcement systems, customer communication platforms, shuttle or TDM programs, EV charging operations, or other transportation technology.
Experience with business analytics and/or project management.

Responsibilities

Conduct research, consult system users, and recommend business system solutions to improve efficiency, control costs, and maintain safe and effective service delivery for all Commuter Services operations.
Conduct inspections and monitor activities of parking structures, on-grade lots, roadways, traffic control devices, parking equipment, shuttle stops and routes, EV charging assets, and staging areas.
Prepare work orders, document deficiencies, follow up on corrective action, and advise management of operational concerns.
Review and ensure accuracy and completeness in reports, memorandums, contracts, and policies for Commuter Services operations.
Produce regular reports and dashboards for leadership and others engaged in institutional planning and decision making.
Serve as a resource to administrators, faculty, and staff on data analysis tools, techniques, and interpretation.
Develop training materials and conduct briefings or training for personnel supporting special events, parking operations, maintenance coordination, shuttle/TDM activities, customer service, and related operational procedures.
Monitor performance and advise supervisor of training or performance concerns.
Initiate, prepare, and review purchase orders, requisitions, invoices, and other documents to ensure compliance with UH policies and procedures and the rules and regulations of the University.
Administer complete bid cycle including preparation of bid specifications, solicitation of bids, evaluation of bids including cost analysis, award of contracts, contract administration, monitoring vendor performance, and termination of contracts.
Analyze and implement strategies for adequate contract administration and oversight for major independent contract vendors for major services.
Manage the formal appeal process by working directly with anyone challenging a citation to achieve resolution.
Research and address customer problems when policy, procedure, and/or law conflicts.
Stay informed of all Federal, State, and University rules and regulations as they apply to the Commuter Services Department.
Travel for purposes of attending meetings, training, and other activities.
Work outside of normal business hours including evenings, weekends, and holidays to support department needs.
Perform other duties as assigned.