Operations Coordinator (Position #0077275T)

University of Hawaii - Honolulu, HI

Part-time,Full-time - Mid Level

Onsite - Honolulu, HI

Educational Services

About the position

The Operations Coordinator at the University of Hawaii plays a crucial role in supporting the Director of the Thompson School Red Hill Registry Hub. This position involves a variety of responsibilities including personnel and project management, resource planning, and financial reporting. The Operations Coordinator will oversee personnel matters such as hiring and onboarding, managing the team calendar, tracking hours, reviewing timesheets, and resolving scheduling conflicts. Additionally, the coordinator will contribute to the development of the Hub's organizational chart and ensure that it is updated as necessary. A key responsibility of the Operations Coordinator is to track the progress of goals, activities, and deliverables to ensure deadlines are met. This includes providing updates on potential delays and proposing solutions to improve efficiency. The coordinator will work closely with staff and students to set priorities and direct work efforts in a fast-paced environment with complex interrelated activities. Furthermore, the coordinator will oversee program planning, establish program goals and timelines, and monitor the program budget and purchases. The role also requires independent performance of programmatic and project administration activities, which may include reviewing program budgets, scheduling travel, managing procurement, and preparing financial and progress reports. The Operations Coordinator will manage office space requests, coordinate with contractors and suppliers, and maintain office supplies. Effective communication with internal and external partners is essential, as is the preparation of timely financial and progress reports for various stakeholders. The position may require planning and attending meetings, conferences, or other activities, which could involve travel and working outside of normal business hours, including evenings, weekends, and holidays. Overall, the Operations Coordinator is expected to consult and collaborate with various units within the University of Hawaii and perform other duties as assigned, contributing to the overall success of the Hub and its initiatives.

Responsibilities

• Assists the Director of the Thompson School Red Hill Registry Hub with personnel and project management, resource planning, and financial reporting.
• Oversees personnel matters including hiring and onboarding, managing the team calendar, tracking hours and reviewing timesheets, managing and resolving schedule conflicts, scheduling staff meetings, taking minutes and other related activities.
• Contributes to the development of the Hub's organizational chart, proactively identifies and discusses needed changes, and updates it as approved.
• Tracks the progress of goals, activities and deliverables such that deadlines are met, providing updates on potential or actual delays and collaboratively proposing solutions to address, reduce, or prevent delays and improve efficiency.
• Proactively works with staff and students to set priorities and direct work efforts in support of achieving Hub goals in a fast-paced environment with complex, interrelated activities and deliverables.
• Oversees the preparation of program planning, establishes program goals and timelines, and monitors program budget and purchases.
• Independently performs programmatic and project administration activities which are of substantial scope, difficulty or complexity, such as reviewing program budgets for accuracy and completeness, scheduling and/or coordinating travel, managing procurement, and preparing financial and progress reports.
• Manages office space, such as coordinating requests for space, furniture, and equipment, finding and negotiating with contractors and suppliers, and ordering and maintaining office supplies.
• Communicates information on program activities to internal and external partners and constituents in a logical, methodical, and organized manner.
• Prepares timely financial and progress reports for University, state, and/or federal partners and funders.
• Plans, coordinates, and attends meetings, conferences, or other activities in support of the Hub, which may require travel to various geographical locations and working outside of normal business hours including evenings, weekends and holidays.
• Consults and collaborates with various UH collaborating units, including the Office of Strategic Health Initiatives, the John A. Burns School of Medicine, the Water Resources Research Center, University Health Partners of Hawaii, and others as designated.
• Performs other duties as assigned.

Requirements

• Possession of a baccalaureate degree in business, education, business administration, health services administration, finance, law, human resources, accounting or other related field and 3 years of progressively responsible professional experience with responsibilities for project management, resource management, office management, and/or project coordination; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
• Considerable working knowledge of principles, practices and techniques in the area of project management, office management and/or operations management.
• Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with federally-funded projects and/or research projects involving human subjects.
• 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, and team leaders and members.
• Demonstrated ability to operate a personal computer and apply word processing, spreadsheet, and presentation software.
• Demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
• Demonstrated understanding of organizational processes and ability to implement processes to improve efficiency and gain organizational acceptance through basic change management skills.
• Demonstrated ability to work independently and to proactively anticipate problems and potential solutions.
• Demonstrated experience in managing budgets and preparing financial reports.

Nice-to-haves

• Masters degree in business, finance, or administration related field.
• At least 4 years of progressively responsible professional experience.
• Experience working with federally-funded projects within higher education systems.
• Familiarity with the University of Hawaii System.
• Degree, course-work, or professional experience related to public health, medicine, epidemiology, nursing, social work, or other health-related fields.
• Demonstrated understanding of the Red Hill Jet Fuel crisis.
• Possession of a valid driver's license.

Benefits

• Salary starting from $5,250/month, commensurate with education and experience.
• Full-time position with annual renewal contingent on performance and funding availability.