Operations Coordinator

Unclassified - Honolulu, HI

Part-time,Full-time - Entry Level

Honolulu, HI

About the position

The Operations Coordinator at the University of Hawai'i at Manoa's School of Life Sciences is a vital role that encompasses a range of administrative and operational responsibilities aimed at supporting the faculty and staff within the department. This position is designed for a full-time, permanent employee who will be instrumental in ensuring the smooth operation of various programs and projects within the College of Natural Sciences. The Operations Coordinator will be responsible for orienting, training, supervising, directing, and evaluating student personnel, ensuring that all resources are managed effectively and in compliance with departmental goals and objectives. This role requires a proactive approach to program operational planning, including the development of internal controls and procedures to enhance efficiency and accountability. In addition to personnel management, the Operations Coordinator will provide comprehensive administrative, fiscal, and program management analysis support to project faculty and staff. This includes initiating the procurement of necessary equipment and supplies, preparing specifications, and securing bids from vendors to ensure the best value for the department. The coordinator will maintain accurate records of project budgets and expenditures, develop financial spreadsheets, and conduct regular audits and reconciliations to ensure financial integrity. A key aspect of this role involves reviewing monthly expenditures and collaborating closely with the College of Natural Sciences Business Office to ensure compliance with funding agency requirements. The Operations Coordinator will also be responsible for preparing and processing various requisitions, direct payments, travel requests, contracts, stipends, and other related procurement and fiscal activities, ensuring adherence to agency and university regulations, as well as state and federal statutory requirements. Staying informed about current university policies, procedures, and regulations is essential for this position, as it will enable the coordinator to effectively navigate the complexities of university operations and support the overall mission of the School of Life Sciences.

Responsibilities

• Orients, trains, supervises, directs, and evaluates student personnel to assure accountability and stewardship of resources in compliance with departmental/project goals and objectives.
• Participates in the formulation of program operational plans, including writing of internal program controls.
• Provides administrative, fiscal, and program management analysis support to project faculty and staff.
• Initiates procurement of equipment and supplies, including preparation of specifications and securing appropriate bids from vendors.
• Maintains accurate account of project budget information and expenditures, develops financial spreadsheets, and performs regular audits and reconciliations as necessary.
• Reviews monthly expenditures and works closely with the College of Natural Sciences Business Office to ensure compliance with funding agency's requirements.
• Prepares, facilitates, and/or processes requisitions, direct payments, travel requests/completions, contracts, stipends, and other related procurement and fiscal activities in compliance with agency and University, RCUH, UHF, grants/sponsors rules and regulations.
• Keeps abreast of current University policies, procedures, regulations, directives, and State and Federal statutory requirements.

Requirements

• Bachelor's degree in a related field or equivalent experience.
• Experience in administrative support and program management.
• Strong organizational skills and attention to detail.
• Ability to work collaboratively with faculty, staff, and students.
• Proficiency in financial management and budgeting processes.
• Excellent communication skills, both written and verbal.

Nice-to-haves

• Experience in a higher education environment.
• Familiarity with procurement processes and regulations.
• Knowledge of state and federal funding agency requirements.

Benefits

• Health insurance coverage
• Dental insurance coverage
• Retirement savings plan
• Paid holidays
• Paid time off
• Professional development opportunities