Operations Coordinator

University-of-Hawaii-System; Honolulu (HI); On-site; USD 65,000 - 90,000; Full time

Job summary

The University of Hawai'i at Manoa, School of Ocean and Earth Science and Technology (SOEST), is seeking an Operations Coordinator to support research development and cross-unit coordination, starting approximately November 2026.

Responsibilities include maintaining tracking systems, coordinating timelines, facilitating communication among offices, and preparing summaries and reports to track progress.

Qualifications

• Bachelor’s degree with three years of relevant experience in program coordination or research development.
• Broad knowledge of program coordination, project management, and research administration concepts.
• Strong written and verbal communication skills; ability to prepare reports and materials.

Responsibilities

• Maintains and enhances tracking systems for research development activities and proposals.
• Supports coordination timelines and milestone visibility for complex proposals.
• Facilitates communication and operational alignment between offices and units for interdisciplinary initiatives.
• Identifies cross-unit activities and ensures structured follow-through.
• Develops and refines workflow tools, templates, and documentation.
• Supports internal review processes and limited submission coordination.
• Provides operational coordination for convening, working groups, and cross-disciplinary initiatives; tracks actions.
• Collaborates on preparing internal summaries, reports, and communications on progress.
• Maintains reference documentation of sponsor guidance and institutional requirements.
• Analyzes coordination patterns and identifies opportunities to improve workflow systems.
• Performs other duties as assigned.

Skills

Project coordination

Research development

Stakeholder engagement

Communication

Organizational skills

Problem solving

Education

Bachelor’s degree in business administration, public administration, higher education administration, social sciences, or related field

Tools

MyGRANT or similar systems

Job description

Operations Coordinator (0097065T)- Readvertisement | University of Hawai'i page has loaded.

2026-02015

Department

University of Hawai'i at Manoa - School of Ocean and Earth Science and Technology

Dean's Office

Opening Date

09/18/2026

10/6/2026 11:59 PM Hawaii

Position Number:

0097065T

Description

Title: Operations Coordinator

Position Number: 0097065T

Hiring Unit: School of Ocean and Earth Science and Technology (SOEST)

Other Conditions: To begin approximately November 2026. Continuation subject to availability of funds and satisfactory performance.

Duties and Responsibilities (*Denotes essential duties)

• *Maintains and enhances tracking systems for research development activities, including philanthropic, interdisciplinary, and multi-institutional proposals and related initiatives.
• *Supports coordination timelines and key milestone visibility for selected complex proposal efforts where Research Development Office is formally engaged, to maintain shared awareness and structured follow-through.
• *Facilitates communication and operational alignment between Research Development Office, School of Ocean, Earth, Science and Technology, fiscal administrators, and relevant university units (e.g., Office of the Vice Provost for Research and Scholarship, University of Hawai'i Foundation, Office of Research Services), particularly for complex or interdisciplinary initiatives.
• *Identifies activities requiring cross-unit coordination, non-standard processes, or multi-stakeholder engagement and supports structured follow-through.
• *Develops and refines workflow tools, templates, and documentation to strengthen research development and program coordination processes.
• *Supports internal review processes, limited submission coordination, and related research development programs.
• *Provides operational coordination for research-related convening, working groups, and cross-disciplinary initiatives; tracks action items and outcomes.
• *Collaborates on preparing internal summaries, reports, and communications related to research development activity and initiative progress.
• *Maintains reference documentation of sponsor guidance and institutional requirements relevant to research development coordination.
• *Analyzes coordination patterns and identifies opportunities to improve research development workflow systems and cross-unit processes.
• Performs other duties as assigned.

Minimum Qualifications

• Bachelor’s degree in business administration, public administration, higher education administration, social sciences, or related field and three (3) years of progressively responsible professional experience in program coordination, project management, research development, research administration, innovation, partnership support, or related field; or equivalent combination of education and experience.
• Considerable working knowledge of principles, practices and techniques in the area of program coordination, project management, research development, research administration, innovation, and/or partnership support 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 administrative support.
• 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, apply word processing software.
• If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
• Demonstrated experience coordinating complex, multi-stakeholder initiatives.
• Strong organizational and systems-thinking skills, with demonstrated attention to detail and follow-through.
• Demonstrated ability to anticipate coordination needs, exercise sound judgment, and manage multiple priorities in dynamic environments.

Desirable Qualifications

• Experience working in an academic, research, government, innovation-focused, or similarly complex organizational environment.
• Familiarity with research proposal development, grant-related coordination, or research administration processes.
• Experience supporting interdisciplinary initiatives or cross-sector partnerships.
• Experience developing or improving workflow systems and documentation processes.
• Familiarity with enterprise administrative systems (e.g., myGRANT or similar systems).

EEO, Clery Act, ADA

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/