Job Description

Posting number: 2026-02315

Department: University of Hawai'i at Manoa - Chancellor's Office

Job classification: ADMINISTRATIVE SUPPORT

Posting type: Open

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

Summary

Title: Operations Coordinator

Position Number: 0097757

Hiring Unit: OFFICE OF THE CHANCELLOR

Location: UH at Manoa

Date Posted: October 29, 2026

Closing Date: November 16, 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. *Provides administrative and operational assistance to the Office of the Chancellor, supporting daily office functions and facilitating efficient administrative processes. Reports directly to the Chief Administrative Specialist to the Chancellor.
2. *Manages scheduling, logistical details, and related arrangements for campus visits, institutional meetings, and executive-level engagements.
3. *Oversees the progression of high-priority campus requests, strategic initiatives, and institutional directives from assignment to completion; initiates and enforces follow-up actions across campus units to ensure executive deadlines are met.
4. *Gathers data and prepares special, nonrecurring written reports, briefing summaries, and project tracking logs for senior management regarding office workflows and ongoing campus initiatives.
5. *Evaluates and develops improved daily office procedures, including document management workflows, routing systems for incoming correspondence, and executive meeting protocols to keep the office running smoothly.
6. *Advises the Chief Administrative Specialist to the Chancellor on project timelines, flags potential administrative delays or scheduling conflicts, and recommends practical solutions to keep tasks on track.
7. *Independently investigates and resolves routine operational and administrative matters, applying a clear understanding of University policies and executive directives to address questions from internal and external stakeholders.
8. *Provides clear guidance and administrative support to colleges, program offices, and campus personnel regarding the Chancellor's Office protocols and processing timelines.
9. Manages fiscal accountability and purchasing documentation for the unit, including p-card transactions, purchase orders, and equipment/supply inventory in accordance with University policies and regulations.
10. Supervises, trains, and schedules student assistants, setting clear performance expectations to maintain a professional, secure, and confidential environment.
11. Other duties as assigned.

• Denotes Essential functions

Minimum Qualifications

1. Possession of a baccalaureate degree in Business Administration, Public Administration, Communications, Social Sciences, 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 Hawai'i system structure, campus operations, and applicable institutional administrative rules and policies.
3. Ability to work early mornings, nights, weekends and holidays, as needed, to support Chancellor's priorities and campus events.

To Apply:

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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: Michelle Isa-Atta, 808-956-8456 isam@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/