Operations Coordinator

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

Operations Coordinator (0097757) | University of Hawai'i page has loaded.

Department

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

10/29/2026

Closing Date

11/16/2026 11:59 PM Hawaii

Position Number:

0097757

Description

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.

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.

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/

Inquiries: Michelle Isa-Atta, 808-956-8456 [e-mail]