Operations Coordinator (0097757)

University of Hawaii•Honolulu, HI

8d•Onsite

About The Position

The Operations Coordinator provides administrative and operational assistance to the Office of the Chancellor at the University of Hawaiʻi at Mānoa, supporting daily office functions and efficient administrative processes. The position reports directly to the Chief Administrative Specialist to the Chancellor and is full-time, 11-month, and permanent. The role coordinates executive engagements and campus visits, monitors high-priority requests and initiatives through completion, prepares reports and briefing materials, and improves office procedures. It also advises on timelines and scheduling issues, resolves routine operational matters, supports campus personnel with Chancellor’s Office protocols, manages purchasing and inventory documentation, and supervises student assistants. Other duties may be assigned.

Requirements

A baccalaureate degree in Business Administration, Public Administration, Communications, Social Sciences, or a related field, plus three years of progressively responsible professional experience in office management, operations coordination, or executive administrative support; or an equivalent combination of education and professional work experience.
Considerable working knowledge of office administration principles, practices, techniques, concepts, and methodologies.
Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations, theories, and systems associated with office administration.
Ability to resolve a wide range of complex problems using creative reasoning and logic to identify causes and develop effective, innovative, and timely solutions.
Ability to interpret and clearly and accurately present information and ideas in writing and verbally, including through reports and other materials.
Ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders, team members, and individuals.
Ability to operate a personal computer and use word-processing software; proficiency with Microsoft Office applications (Word, Excel, Outlook, and PowerPoint) and Google Workspace applications (Docs, Sheets, Drive, Gmail, and Calendar).
For supervisory work, ability to lead subordinates, manage work priorities and projects, and manage employee relations.
Ability to handle highly confidential and sensitive information with discretion, integrity, and sound judgment.
Ability to exercise independent judgment in handling, sharing, retaining, and safeguarding confidential information.
Ability to represent an executive office professionally and communicate with internal and external constituents with tact, diplomacy, and discretion.

Nice To Haves

Experience in higher education providing direct operational support within an executive or central administrative office.
Familiarity with the University of Hawaiʻi system structure, campus operations, and applicable institutional administrative rules and policies.
Ability to work early mornings, nights, weekends, and holidays as needed to support Chancellor’s priorities and campus events.

Responsibilities

Provide administrative and operational assistance to the Office of the Chancellor, supporting daily office functions and efficient administrative processes.
Manage scheduling, logistics, and related arrangements for campus visits, institutional meetings, and executive-level engagements.
Track high-priority campus requests, strategic initiatives, and institutional directives from assignment through completion, initiating follow-up across campus units to meet executive deadlines.
Gather data and prepare special written reports, briefing summaries, and project tracking logs for senior management.
Evaluate and develop office procedures, including document management workflows, incoming correspondence routing, and executive meeting protocols.
Advise the Chief Administrative Specialist to the Chancellor on project timelines, potential delays, scheduling conflicts, and practical solutions.
Independently investigate and resolve routine operational and administrative matters using University policies and executive directives.
Provide colleges, program offices, and campus personnel with guidance and administrative support regarding Chancellor’s Office protocols and processing timelines.
Manage fiscal accountability and purchasing documentation, including p-card transactions, purchase orders, and equipment and supply inventory, in accordance with University policies and regulations.
Supervise, train, and schedule student assistants and establish performance expectations to maintain a professional, secure, and confidential environment.
Perform other duties as assigned.