Job Description

Posting number: 2026-02389

Department: University of Hawai'i at Manoa - Office of the Provost

Job classification: ADMINISTRATIVE SUPPORT

Posting type: Open

Categories: Administrative Assistant, Higher Education, Office and Administrative Support

Summary

Title: Operations Coordinator

Position Number: 0078055

Hiring Unit: OFFICE OF THE PROVOST, OFFICE OF THE PROVOST, OFFICE OF THE PROVOST

Location: UH at Manoa

Date Posted: November 9, 2026

Closing Date: November 24, 2026

Band: B

Salary : salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Permanent

Duties and Responsibilities

1. *Reports to the Senior Administrative Assistant to the Provost and serves as an administrative resource, providing comprehensive administrative and operational support to the Office of the Provost and Provost leadership team as needed. Administers executive-level coordination, office operations, scheduling, communications, academic program initiatives, and special projects to support the effective functioning of the Provost's Office.
2. *Oversees the progression of high-priority campus requests, strategic initiatives, academic program initiatives, and institutional directives from assignment to completion; initiates and enforces follow-up actions across campus units to ensure executive deadlines are met.
3. *Researches, analyzes, synthesizes, and maintains integrated tracking systems; organizes information to prepare special, nonrecurring written reports, briefing summaries, and supporting materials; and develops project tracking logs for senior leadership related to office operations, academic programs, and ongoing campus initiatives.
4. *Evaluates daily office procedures, including document management workflows, routing systems for incoming correspondence, records management, and executive meeting protocols. Develops improved administrative procedures to enhance office efficiency and effectiveness.
5. *Provides administrative and operational support to the Senior Administrative Assistant to the Provost and Provost leadership team by coordinating project timelines, monitoring progress on assigned initiatives, identifying potential scheduling or administrative challenges, and recommending solutions to support the effective operation of the Office of the Provost and the timely completion of office priorities and academic program initiatives.
6. *Independently resolves routine operational and administrative matters by applying a thorough understanding of University policies, procedures, and executive directives, and responds to inquiries from internal and external stakeholders.
7. *Provides procedural information and administrative support to colleges, academic units, program offices, and campus personnel regarding Provost's Office processes, established academic program procedures, executive correspondence, and applicable service timelines.
8. *Coordinates logistics, scheduling, and operational details for executive meetings, system-wide campus visits, institutional events, and other high-level executive engagements supporting the Office of the Provost.
9. *Monitors and maintains institutional calendars, including Board of Regents, academic calendars, University deadlines, and other key academic and administrative dates, to support timely planning and coordination across the Provost's Office.
10. Maintains comprehensive tracking logs and records of key actions, decisions, deadlines, and ongoing matters to support institutional memory, continuity of operations, and effective transition of information within the Provost's Office.
11. Manages fiscal accountability and purchasing documentation for supported offices, including p-card transactions, purchase orders, and equipment and supply inventory, in accordance with University policies and regulations.
12. Supervises, trains, and schedules student assistants, setting clear performance expectations to maintain a professional, secure, and confidential environment.
13. Other duties as assigned.

NOTE: * denotes Essential functions

Minimum Qualifications

1. Possession of a baccalaureate degree in Business Administration, Public Administration, Communications, or a related field and 3 years of progressively responsible professional experience with responsibilities for office management, operations coordination, or executive administrative support; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
2. Considerable working knowledge of principles, practices and techniques in the area of office administration as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.
3. Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with office administration.
4. 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.
5. Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.
6. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
7. Demonstrated ability to operate a personal computer, apply word processing software, and proficiency using Microsoft Office applications (Word, Excel, Outlook, and PowerPoint) and Google Workspace applications (Docs, Sheets, Drive, Gmail, and Calendar).
8. If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
9. Demonstrated ability to handle highly confidential and sensitive information with discretion, integrity, and sound judgment.
10. Demonstrated ability to exercise independent judgment in determining the appropriate handling, sharing, retention, and safeguarding of confidential information.
11. Demonstrated ability to represent an executive office with professionalism, tact, diplomacy, and discretion in communications and interactions with internal and external constituents.

Desirable Qualifications

1. Experience working in a higher education environment providing direct operational support within an executive or central administrative office.
2. Familiarity with the University of Hawaii system structure, campus operations, and applicable institutional administrative rules and policies.
3. Demonstrated ability to handle, process, and protect highly sensitive and confidential executive information with complete discretion.
4. Ability to work early mornings, nights, weekends and holidays, as needed, to support Provost's priorities and campus events.

To Apply:

Note: If you have not applied for a position before using NeoGov, you will need to create an account.

Applicants must submit the following:

1. Cover letter indicating how you satisfy the minimum and desirable qualifications;
2. Resume or CV;
3. Names and contact information (telephone number and email addresses) of 3 professional references;
4. Copy of unofficial transcript (official transcripts will be required at the time of hire). Academic record/grade summaries will NOT be accepted. Copy of diplomas will NOT be accepted.) Documents issued from an institution outside the United States of America require a course-by-course analysis with an equivalency statement from an agency having membership with the National Association of Credential Evaluation Services, Inc., verifying the degree equivalency to that of an accredited institution within the USA. Expense of the evaluation shall be borne by the applicant.

IMPORTANT: If multiple applications are received from the same candidate, only the Last one will be reviewed. Please DO NOT include any self-identifying photos, REFERENCES TO SOCIAL SECURITY NUMBERS AND BIRTH DATE on any documents within the application packet. All items become the property of the University of Hawaii and will not be returned. Only complete applications will be passed on to the search committee for consideration. Incomplete or unreadable application materials will not be considered.

Inquiries: Robyn Okumura, 808-956-8447 chowhoyr@hawaii.edu

Examples of duties

The University of Hawai'i is an Equal Opportunity Institution and is committed to a policy of nondiscrimination in employment, including on the basis of veteran and disability status. For more information, visit: https://www.hawaii.edu/offices/eeo/policies/

Employment is contingent on satisfying employment eligibility verification requirements of the Immigration Reform and Control Act of 1986; reference checks of previous employers; and for certain positions, criminal history record checks.

In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, annual campus crime statistics for the University of Hawai'i may be viewed at: https://www.hawaii.edu/titleix/help/campus-security/, or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office.

In accordance with Article 10 of the unit 08 collective bargaining agreement, bargaining unit members receive priority consideration for APT job vacancies. As a result, external or non BU 08 applicants may not be considered for some APT vacancies. BU 08 members with re-employment rights or priority status are responsible for informing the hiring unit of their status.

Accommodation Request: The University of Hawai'i complies with the provisions of the Americans with Disabilities Act (ADA). Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the EEO coordinator directly. Determination on requests for reasonable accommodation will be made on a case-by-case basis. For further information, please refer to the following link: https://www.hawaii.edu/offices/eeo/accommodation-request/