Operations Coordinator

Operations Coordinator

Serves as Executive Assistant and Office Operations Manager to the College of Social Sciences (CSS) Dean to ensure achievement and advancement of CSS' mission and goals and to ensure professional, effective, and efficient daily operations.

Serves as primary liaison for the CSS Dean to faculty and staff in the college, University of Hawaii (UH) administrators, students, alumni, donors, and external professional groups, institutions, and agencies.

Works closely with the CSS Dean and college leadership to identify and advance strategic priorities and initiatives, including providing leadership and project management for special projects and programs on behalf of the CSS Dean.

Researches, collects, analyzes data and prepares administrative reports related to program operations and administrative functions; ensures reports are examined and submitted in a timely manner.

Recommends appropriate priorities, communicates, and coordinates priorities across relevant parties, tracks and follows up on pending items, and moves priorities forward.

Exercises the highest degree of discretion and confidentiality in administratively supporting the Dean on personnel, strategic, operational, and sensitive matters.

Serves as the CSS Dean's Office administrative lead for faculty affairs workflows, including but not limited to tenure and promotion, contract renewal and reappointment, periodic review, conflicts of interest, hiring processes, special salary adjustments, chair and director appointments, emeritus requests, grievances, and complaints. Coordinates deadlines, documentation, routing, records management, and communications in accordance with University policies and procedures, collective bargaining agreements, and confidentiality requirements.

Ensures compliance with UH policies and procedures, collective bargaining agreements, CSS procedures, CSS Department personnel procedures, and other laws, rules, and regulations.

Participates in planning and executing events, such as College events, delegation visits, symposia, alumni events, and donor functions.

Manages Dean's UH Foundation accounts and arranges for purchasing on the Dean's behalf.

Works closely with the UH Foundation development officer to support donor relations.

Creates and maintains electronic filing system(s). Manages all CSS documents including personnel documents, meeting minutes, college procedures, administrative memos, and other archival materials.

Supervises, coordinates workflow, directs tasks, and reviews work of student assistants.

Works outside of the normal working hours, including early mornings, evenings, weekends, and holidays, as needed and directed. Travels to various off-campus sites and/or geographical locations.

Other duties as assigned.

Minimum Qualifications:

Possession of a baccalaureate degree in Business Administration, Education, Arts, Social Science, Arts and Humanities, Science or related field and 3 year(s) of progressively responsible professional experience with responsibilities for program management, program administration, and/or supporting executives/administrators; 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 program management, program administration, and/or supporting executives/administrators 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 program management, program administration, and/or supporting executives/administrators.

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 and spreadsheet software.

If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.

Demonstrated ability to interact professionally, effectively and diplomatically both orally and in writing with a wide variety of people from varying backgrounds.

Demonstrated ability to handle sensitive situations and materials with tact, discretion, and confidentiality.

Demonstrated strong organizational and project management skills, including the ability to work independently, determine appropriate priorities, track and follow-up on projects, and complete projects accurately, efficiently, and with a high level of attention to detail with competing deadlines in a high-paced working environment.

Demonstrated ability to foster a team-oriented environment.

Ability to follow oral and written instructions.

Ability to travel independently to various geographical locations in a timely manner. Requirement may be fulfilled by a valid Hawaii Driver's license (class 3), comparable driver's license, or other means of transportation, which meets position needs.

Ability to work outside of normal business hours, including early mornings before the scheduled start time, evenings, weekends, and/or holidays as needed.

Desirable Qualifications:

Understanding of the State of Hawaii legislative structure and process.

Knowledge of the University of Hawai`i, applicable policies and procedures, and relevant practices.

Professional experience in a higher education environment.