Executive Office Coordinator: Campus & Scheduling Lead

University of Hawaii system; Honolulu (HI); On-site; USD 52,000 - 76,000; Full time

Job summary

University of Hawai'i at Manoa, Office of the Chancellor, is seeking an Operations Coordinator to provide administrative support, manage scheduling and campus engagements, and advance executive initiatives. The role emphasizes confidentiality, policy awareness, and effective collaboration.

Posting notes indicate a permanent, full-time, 11-month position in the Chancellor’s Office with responsibilities spanning data gathering, reporting, and process improvement to keep operations running smoothly.

Qualifications

• Possession of a Bachelor’s degree in Business Administration, Public Administration, Communications, Social Sciences, or a related field and 3 years of progressively responsible professional experience; or equivalent mix of education and experience.
• Broad knowledge of the full range of office administration concepts and methodologies.
• Familiarity with applicable federal and state laws, rules, regulations and theories related to office administration.
• Ability to resolve complex problems using creative reasoning and logic to determine causes and solutions.
• Ability to interpret and present information clearly in writing, verbally and in reports.
• Ability to establish and maintain effective working relationships with internal and external groups and individuals.
• Proficiency with personal computer use, MS Office and Google Workspace (Docs, Sheets, Drive, Gmail, Calendar).
• For supervisory work, ability to lead, prioritize work and manage employee relations.
• Ability to handle confidential information with discretion and sound judgment.
• Ability to exercise independent judgment in handling confidential information.
• Professional representation of an executive office with tact and discretion.

Responsibilities

• Provides administrative and operational assistance to the Office of the Chancellor and supports daily office functions.
• Manages scheduling, logistics, and arrangements for campus visits, meetings, and executive engagements.
• Oversees progress of high-priority campus requests and initiates follow-up actions to meet deadlines.
• Gathers data and prepares nonrecurring reports, briefing summaries, and project logs for senior management.
• Develops improved daily procedures, routing, and meeting protocols to keep the office efficient.
• Advises on project timelines and flags delays, suggesting practical solutions.
• Investigates and resolves routine operational matters with discretion and knowledge of policies.
• Provides guidance to colleges and campus personnel on Chancellor's Office protocols.
• Manages fiscal accountability and purchasing docs, including p-card, PO, and inventory."
• Supervises, trains, and schedules student assistants to maintain confidentiality and professionalism.
• Performs other duties as assigned.

Skills

Office administration

Confidentiality

Written communication

Independent judgment

Interpersonal relations

Supervisory ability

Education

Bachelor's degree in Business Administration or related field

Tools

Microsoft Office

Google Workspace

Job description

University of Hawai'i at Manoa, Office of the Chancellor, is seeking an Operations Coordinator to provide administrative support, manage scheduling and campus engagements, and advance executive initiatives. The role emphasizes confidentiality, policy awareness, and effective collaboration.

Posting notes indicate a permanent, full-time, 11-month position in the Chancellor’s Office with responsibilities spanning data gathering, reporting, and process improvement to keep operations running smoothly.