Operations Coordinator - Academic Affairs (0080647) READVERTISEMENT

University of Hawaii System•Kapolei, HI

53d

About The Position

This position is essential to the success of the Office of the Vice Chancellor for Academic Affairs (OVCAA) as it supports core academic personnel processes (e.g., tenure, promotion, contract renewal), faculty hiring, lecturer onboarding, and compliance with collective bargaining agreements. This position ensures that deadlines are met, payroll is processed accurately, and accreditation and reporting obligations are fulfilled. By aligning with UH-West Oahu's mission and UH System strategic imperatives, this position contributes to strengthening faculty success and academic quality, ensuring compliance and risk management, and supporting workforce and student success initiatives by maintaining efficient academic operations.

Requirements

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, and/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.
Considerable working knowledge of principles, practices and techniques in the area of office management, business administration, or higher education operations 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 office management, business administration, or higher education.
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 and apply word processing software.
For supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.

Nice To Haves

Knowledge of policies, practices, and rules governing public-sector HR or business administration.
Experience with computerized HR information systems and database management.
Ability to manage multiple priorities, deadlines, and frequent interruptions.
Experience working in a higher education setting.
Demonstrated ability to address sensitive and complex issues effectively.
Current Notary Public certification (or willingness to obtain).

Responsibilities

Oversee, prioritize, and perform complex, confidential support services for OVCAA, maintaining regular senior leadership, faculty, staff, and external colleagues.
Serve as liaison for the Vice Chancellor for Academic Affairs (VCAA) with internal and external offices, ensuring timely communication and problem solving.
Supervise and train OVCAA the support staff and student employees; establish office procedures to ensure efficiency and exceptional customer service.
Oversee recruitment, hiring, and onboarding of lecturers and OVCAA Casual hires, including collection and auditing of required forms, verification of I-9 compliance, and processing of appointments in PeopleSoft.
Serve as source of support for Division Chairs during the faculty recruitment process, including search committee appointment memos, search committee communication, and national posting of tenure-track in compliance with university policies and collective bargaining agreements.
Collect background information to determine placement on lecturer and overload fee schedules.
Manage, oversee, and coordinate all aspects of overloads, including preparation, submission, monitoring, eligibility review, and accounting verification.
Ensure efficient and accurate processing of overloads to meet payroll deadlines and compliance requirements.
Input faculty/staff personnel transactions (i.e., overloads, lecturer hires, position management requests) into PeopleSoft for approval routing.
Review faculty personnel transactions including Special Salary Adjustments (SSA), tenure, promotion, and contract renewals for conformity with established policies and procedures for compliance with university policies and collective bargaining agreements.
Monitor instructional workloads to ensure alignment with agreements and reporting requirements; support annual workload reporting system.
Research, analyze, 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.
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.
Perform other duties as assigned.