Operations Coordinator (Associate Director of Housing Operations) (0080604)

University of Hawaii•Hilo, HI

3d•Onsite

About The Position

The University of Hawaii at Hilo (UH Hilo) is a public liberal arts and sciences university within the ten-campus University of Hawaii System. Its Division of Student Affairs provides student support and development services, including housing and residential life. University Housing serves students from Hawaii, the mainland, and other countries, offering an environment intended to foster belonging and campus engagement. The Operations Coordinator, identified in the posting as the Associate Director of Housing Operations, maintains internal and external relationships related to housing operations and coordinates daily operational functions. The position performs complex professional and administrative work in planning, organizing, and directing housing maintenance, conference services, and staff, and assists with preparing and administering budgets using standard operating procedures. The position supports housing fiscal operations, including revenue and expenditure records, resident fee collection and refunds, year-end accruals, bond audit reporting, and fiscal analysis for operational and budget decisions. It oversees building maintenance and repair projects, procurement activities, front office functions, housing assignments and billing, occupancy and revenue monitoring, and conference services. It also trains Housing staff in fiscal systems and keeps current with applicable laws, regulations, policies, and procedures.

Requirements

Baccalaureate degree in any field or a related field and three years of progressively responsible professional experience in operations management, business administration, facilities coordination, fiscal management, or program administration in University Housing; or an equivalent combination of education and/or professional work experience.
Considerable working knowledge of principles, practices, and techniques in housing and business operations, including pertinent standard and evolving concepts, principles, and methodologies.
Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations, theories, and systems associated with housing and business operations.
Demonstrated ability to resolve a wide range of complex problems through creative reasoning and logic, accurately identify causes, and develop effective, innovative, and timely solutions.
Demonstrated ability to interpret and communicate information and ideas clearly and accurately in writing and verbally, and to prepare reports and other materials.
Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders, team members, and individuals.
Demonstrated ability to operate a personal computer and use word-processing software and database programs.
For supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
Experience with Google Docs, multimedia platforms, website management, and publishing software.
Knowledge of relevant University of Hawaii at Hilo policies and procedures.
Application must include a cover letter explaining how each minimum and desirable qualification is met, a current resume, contact information for three current professional references, and transcript(s) showing relevant degrees and coursework. Copies of transcripts are acceptable for application; official transcripts are required before employment. Foreign-issued educational documents require a course-by-course evaluation and degree-equivalency statement from a NACES member agency, at the applicant's expense. All minimum qualifications must be met by the closing date.

Nice To Haves

Experience with Banner, STAR, SALTO, StarRez, and other University software programs.

Responsibilities

Maintain internal and external relationships related to housing operations and coordinate daily operational functions to ensure effective service delivery aligned with University Housing goals.
Coordinate and monitor operational priorities, identify improvement opportunities, and recommend procedural and practice changes to improve efficiency and effectiveness.
Coordinate Housing staff and campus partners in supporting housing operations, maintenance, conference services, and resident needs.
Maintain internal and system information for recording revenues and expenditures; direct resident fee collection and refunds; maintain the accounting system for collections and refunds; prepare year-end accrual data, including deferred revenue and non-ARS receivables; and respond to Business Office and Cashier's Office information requests.
Prepare reports for the annual bond system audit, including analyses and explanations of fiscal-year variances, occupancy data, and housing costs.
Provide fiscal data and analysis to support the Director's operational and budget decisions, including review of housing fees and conference rates.
Train Housing staff as needed in fiscal matters, including the Kuali Financial System (eKFS), CommercePoint, and University P-card (Concur).
Oversee building maintenance, including supervision of building maintenance workers, work orders, physical inventory, deferred and preventative maintenance, and repair and replacement project planning, implementation, and evaluation.
Conduct or direct product research and specification development; prepare procurement specifications and related paperwork; assess whether successful bidders' offerings meet minimum specifications; and submit required procurement reports and paperwork.
Keep current with federal, state, and University rules and regulations applicable to the Student Housing Office and with state and University procurement policies and procedures.
Supervise front office operations, including applications, assignments, housing and meal plan billing, and tracking resident financial obligations; monitor occupancy, availability, and revenue activity.
Manage conference requests and services, including marketing, reservations, assignments and keys, room preparation and post-cleaning, billing, fiscal reconciliation, and supervision of conference support staff.
Perform other duties as assigned.