Operations Coordinator

Dean's Office Operations Coordinator

Highly visible position providing coordination and assistance with high level internal and external stakeholders on behalf of the John A Burns School of Medicine (JABSOM) Dean's Office, including providing direct support and coordination to the Dean, Chief of Staff, and Associate Deans.

Location: John A Burns School of Medicine (JABSOM) Dean's Office

Full-Time Monday-Friday, 8:00 a.m. to 5:00 p.m. Hours may be flexed, and duties may require extended hours (evenings and weekends).

Essential Job Duties and Functions

1. Serves as the Dean's office operations coordinator under the direction of the JABSOM Operations and Administrative Coordinators providing professional level support in the planning, development, and directing of JABSOM Dean's office matters, including assisting in developing procedures and processes that increase the efficiency and function within the Dean's office.
2. Provides operations support to the JABSOM's executive team including scheduling, organizing events, identifying work priorities, and implementing special projects driven by the Dean's office executive leaders.
3. Develops programming content, may conduct program presentations and evaluations, and maintains programming databases.
4. Drafts, edits, and proofreads Dean's office correspondences, reports, and other documents on behalf of the Dean's Office to include responding to emails and inquiries on behalf of Dean's Office in a professional and timely manner and maintaining effective communications with internal and external stakeholders.
5. Organize meetings of high-level university officials and external stakeholders, to include preparing background briefings and reports for meetings with state and federal government officials.
6. Supports in gathering and synthesizing research materials for the JABSOM executive team's projects, including gathering research on relevant topics, compiling data, and preparing summaries, reports, or memorandums for meetings, conferences or publications.
7. Supports the Dean's office with the preparation or review of administrative and fiscal related documents, including but not limited to requisitions, purchase orders, travel requests in compliance with the University of Hawaii (UH), Research Corporation of UH (RCUH), University Health Partners of Hawaii (UHP), and the UH Foundation (UH).
8. Supervise lower-level staff, graduate assistants, or student assistants; provides feedback, coaching, and evaluations.
9. Other duties as assigned.
10. Complies with all legal requirements and company policies.

Minimum Qualification Requirements

Education/Training/Experience:

Minimum:

• Possession of a baccalaureate degree in Business Administration, Management, Economics or related field or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
• One year of progressively responsible professional experience with responsibilities for office or operations management, human resources, or administrative duties.

Preferred:

• Two to three years of professional level experience working in a university, healthcare, academic, research, or corporate office setting.

Skills/Knowledge :

Minimum:

• Strong organizational and planning skills.
• Strong oral and written communication skills.
• Excellent time-management skills, including ability to prioritize/meet deadlines.

Preferred:

• Functional knowledge of principles, practices and techniques in higher education or business management demonstrated by ability to apply concepts, terminology.

Benefits

• Generous time off benefits
• 100% employee health and dental coverage and vision
• Flexible spending plan
• Retirement plan with up to 3% dollar-for-dollar company matching contributions
• 100% company paid group Life/AD&D/LTD insurance
• Employee assistance program (EAP)
• Pet Insurance, Prepaid legal with competitive rates

UHP Hawai'i is an EEO employer.