Operations Coordinator (0097719)

University of Hawaii•Honolulu, HI

5d•Onsite

About The Position

Serves as a trusted, senior-level administrative professional, and provides the lead executive administrative support of broad scope and complexity on a variety of priorities and initiatives in support of the Chancellor and UH Manoa campus. Provides operational leadership, resource optimization, strategic coordination, and assistance to the Chancellor with implementing executive functions and institutional priorities. Oversees day to day office operations, manages cross-departmental initiatives, and leads high-level administrative, communication, and decision-making workflows for the Chancellor's Office. Manages current and emerging issues on behalf of the Chancellor, addressing matters related to campus programs, initiatives, and administrative operations. Works with executives and administrators to resolve issues, developing action plans and ensuring timely follow-through with a high degree of tact, diplomacy, confidentiality, and judgment. Responds to and resolves requests directed to the Chancellor, coordinating with appropriate leaders and may take appropriate action on behalf of Chancellor in accordance with Chancellor's objectives and practices. Ensures actions and materials are in compliance with University policies and Chancellor's directives. Assists the Chancellor in advancing campus priorities and may lead the planning, implementation, and coordination of strategic initiatives that support the campus and its leadership. Establishes, cultivates, and maintains effective working relationships with system and campus leadership, deans and directors, faculty, staff, students, shared governance groups, unions, community partners, government agencies, donors, and other key stakeholders. Researches, evaluates and recommends proposed policies and procedures, contributing to the development of new administrative policies and institutional practices. Consults with managers, administrators, and staff to gather background information and support informed decision making for the Chancellor. Monitors higher education trends, practices, and developments, advising the Chancellor on emerging issues and opportunities that may impact the University. Prepares reports, findings, recommendations, and briefing materials, ensuring the Chancellor and senior leadership have accurate and timely information. Drafts and coordinates executive communications, including speeches, remarks, statements, presentations, and talking points for the Chancellor. Oversees news releases, publications, events, and media communications issued on behalf of the Chancellor to ensure accuracy and alignment with institutional messaging. Prepares documents and correspondence for the Chancellor's signature, ensuring accuracy, clarity, and adherence to University policies. Ensures the accuracy and integrity of materials issued under the Chancellor's name, verifying data, context, and policy implications with relevant program areas. Conducts research and prepares the Chancellor for meetings and engagements, providing summaries, background materials, and situational context. Supports the Chancellor in maintaining effective relationships with the Legislature, system administrators, and external partners to advance University priorities. Leads special projects and strategic initiatives on behalf of the Chancellor, analyzing issues and developing solutions that support institutional effectiveness. Collaborates with administrators, faculty governance, and program areas to ensure coordinated action on institutional issues and timely completion of action plans. Ensures administrative policies and procedures are current, accurate, and properly disseminated, working with program administrators to maintain progress. Organizes and manages staff and resources on behalf of the Chancellor to meet strategic initiatives, benchmarks, and organizational objectives. Other duties as assigned.

Requirements

Possession of a baccalaureate degree in business administration, public administration, education administration, social sciences, or related field and 8 years of progressively responsible professional experience with responsibilities for executive administrative leadership and operations; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
Advanced and comprehensive knowledge and understanding of a wide range of developing and emerging concepts, principles and methodologies in the area of executive administrative leadership and operations.
Comprehensive knowledge and understanding of a wide range of principles, theories, federal and state laws and systems associated with higher education administration.
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.
Demonstrated written and verbal competence in presenting ideas, concepts and models clearly using persuasion and negotiation to build consensus and cooperation.
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.
For supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
Demonstrated capacity to manage complex, fast-changing priorities and situations, including organizing complex systems and creating effective processes.
Demonstrated ability to be clear, tactful and professional in both verbal and written communication.
Demonstrated skill to effectively collaborate and communicate with constituents and stakeholders, both internal and external, on variety of matters and issues.
Demonstrated ability to handle and manage sensitive and confidential information with highest discretion.
Demonstrated familiarity and ability to be proficient in modern office technology and applications, in effort to strengthen operations management and process improvement.
Demonstrated experience in managing and problem-solving administrative issues.
Ability to work early mornings, nights, weekends and holidays, as needed, to support Chancellor's priorities and campus events.

Nice To Haves

Experience working in a higher education environment in direct support of a senior executive or administrator.
Understanding of the State of Hawai'i government and legislative structure and practices.
Knowledge of the University of Hawai'i and the applicable laws, administrative rules, policies, procedures, and practices.
Experience working in a unionized environment.
Familiarity with the UH and UH Manoa educational system, institutional culture and shared governance environment.
Experience coordinating complex, multi-organizational programs or strategic campus initiatives across diverse operational units.
Commitment to, knowledge of, and experience with the mission and purpose of the University of Hawai'i to position it as a leading indigenous-serving higher education institution.

Responsibilities

Oversees day to day office operations, manages cross-departmental initiatives, and leads high-level administrative, communication, and decision-making workflows for the Chancellor's Office.
Manages current and emerging issues on behalf of the Chancellor, addressing matters related to campus programs, initiatives, and administrative operations.
Works with executives and administrators to resolve issues, developing action plans and ensuring timely follow-through with a high degree of tact, diplomacy, confidentiality, and judgment.
Responds to and resolves requests directed to the Chancellor, coordinating with appropriate leaders and may take appropriate action on behalf of Chancellor in accordance with Chancellor's objectives and practices.
Ensures actions and materials are in compliance with University policies and Chancellor's directives.
Assists the Chancellor in advancing campus priorities and may lead the planning, implementation, and coordination of strategic initiatives that support the campus and its leadership.
Establishes, cultivates, and maintains effective working relationships with system and campus leadership, deans and directors, faculty, staff, students, shared governance groups, unions, community partners, government agencies, donors, and other key stakeholders.
Researches, evaluates and recommends proposed policies and procedures, contributing to the development of new administrative policies and institutional practices.
Consults with managers, administrators, and staff to gather background information and support informed decision making for the Chancellor.
Monitors higher education trends, practices, and developments, advising the Chancellor on emerging issues and opportunities that may impact the University.
Prepares reports, findings, recommendations, and briefing materials, ensuring the Chancellor and senior leadership have accurate and timely information.
Drafts and coordinates executive communications, including speeches, remarks, statements, presentations, and talking points for the Chancellor.
Oversees news releases, publications, events, and media communications issued on behalf of the Chancellor to ensure accuracy and alignment with institutional messaging.
Prepares documents and correspondence for the Chancellor's signature, ensuring accuracy, clarity, and adherence to University policies.
Ensures the accuracy and integrity of materials issued under the Chancellor's name, verifying data, context, and policy implications with relevant program areas.
Conducts research and prepares the Chancellor for meetings and engagements, providing summaries, background materials, and situational context.
Supports the Chancellor in maintaining effective relationships with the Legislature, system administrators, and external partners to advance University priorities.
Leads special projects and strategic initiatives on behalf of the Chancellor, analyzing issues and developing solutions that support institutional effectiveness.
Collaborates with administrators, faculty governance, and program areas to ensure coordinated action on institutional issues and timely completion of action plans.
Ensures administrative policies and procedures are current, accurate, and properly disseminated, working with program administrators to maintain progress.
Organizes and manages staff and resources on behalf of the Chancellor to meet strategic initiatives, benchmarks, and organizational objectives.
Other duties as assigned.