Operations Coordinator

University of Hawaii - Kaneohe, HI

Part-time,Full-time - Mid Level

Kaneohe, HI

Educational Services

About the position

The Operations Coordinator (Assistant Director) at the University of Hawaii plays a pivotal role in the administration and operational management of the Hawaii Institute of Marine Biology (HIMB). This position reports directly to the Director and serves as the subject matter expert for office administration, partner institution agreements, and facilities operations. The Operations Coordinator is responsible for developing and directing administrative management policies and systems that align with the strategic planning goals of the Institute. This includes reviewing documents and correspondence to prioritize actions, planning and managing operational functions, and ensuring that the Director's vision is executed effectively across all aspects of the HIMB campus. In addition to overseeing daily operations, the Operations Coordinator is tasked with responding to emergency situations with professionalism and composure, supervising senior staff, and managing work assignments. The role requires collaboration with the Director in various executive capacities, including team building and fostering communication across HIMB operations. The Coordinator also serves as a representative of the Director's office, initiating effective actions that impact the organization's operations and formulating recommendations to resolve administrative issues. The position involves significant interaction with local, state, and federal agencies to advance HIMB priorities, as well as writing and submitting grant proposals to secure funding for research and educational activities. The Operations Coordinator must maintain a comprehensive understanding of laws, policies, and collective bargaining agreements relevant to the Institute, advising the Director on these matters and ensuring compliance with institutional policies. This role is essential for maintaining and expanding research-related activities at HIMB, requiring a blend of leadership, administrative expertise, and strategic planning skills.

Responsibilities

• Serves as the Assistant Director and advisor reporting to the Director, designated HIMB subject matter expert for office administration, partner institution agreements, and facilities operations.
• Develops and directs administrative management policies and systems for the Institute; develops plans and directives to accomplish strategic planning goals.
• Reviews documents, reports, requests, and correspondence to determine prioritization and appropriate handling; recommends actions to the Director.
• Plans, organizes, directs, and manages the Institute's operational functions, including developing operating policies and procedures.
• Ensures execution of the Director's vision on a day-to-day basis throughout HIMB; serves as the Director's advisor for administrative matters.
• Responds to emergency and crisis situations with composure and professionalism; consults with appropriate UH offices as necessary.
• Supervises and assigns work functions to senior level staff overseeing operations, including web/IT infrastructure and facilities management.
• Plans, directs, assigns, and evaluates work assignments of subordinate staff.
• Represents the Director's office to other unit support offices and central offices in assisting with operational responsibilities.
• Speaks on behalf of the HIMB Director's Office with authority to initiate effective actions impacting operations.
• Formulates and implements recommendations to resolve operations and administration issues, interpreting policies and developing new operating protocols.
• Sets priorities to maintain and expand research-related activities at HIMB, coordinating with senior staff on research support.
• Collaborates with the Director in executive roles, fostering communication and team building within HIMB operations.
• Provides expert technical staff support and participates in strategic planning, collaborating with stakeholder groups to develop goals and objectives.
• Serves as the campus-wide non-researcher expert for programs and research initiatives, communicating complex information about the Institute's work.
• Keeps abreast of laws, statutes, and policies relevant to the Institute, advising the Director and ensuring compliance with policies.
• Monitors and handles sensitive personnel issues related to program planning, including highly confidential matters.
• Conducts staffing analyses and implements necessary adjustments; advises on personnel matters and contract interpretations.
• Interacts with local, state, and federal agencies to advance HIMB priorities on behalf of the Director.
• Writes and submits grant proposals for funding to support improvements in infrastructure and research activities.
• Reviews grant proposals for alignment with HIMB strategic priorities and ensures availability of institutional resources.
• Authorized to speak for the Director on routine community relations activities, addressing public needs for scientific information.

Requirements

• Possession of a baccalaureate degree in Marine Sciences, Geosciences, Life Sciences, Social Sciences, Oceanography, Technology, Engineering, or in Business Administration, Finance, or related field and six (6) years of progressively responsible professional experience, including three (3) years in a supervisory role and three (3) years in fiscal and/or extramural grants administration.
• Advanced knowledge of concepts, principles, and methodologies of the administration of an organized research unit.
• Comprehensive understanding of personnel administration and organization management principles and federal/state laws.
• Ability to understand problems from a broad perspective and apply creative thinking to resolve issues.
• Demonstrated written and verbal competence in presenting ideas and building consensus.
• Ability to establish and maintain effective working relationships with various stakeholders.
• Proficiency in operating a personal computer and using word processing and spreadsheet software.
• Demonstrated ability to lead subordinates and manage employee relations.
• Strong interpersonal, communication, and leadership skills.
• Experience in promoting diversity, equity, and inclusion in the workplace.

Nice-to-haves

• Masters or Doctoral degree in Marine Sciences, Geosciences, Life Sciences, Social Sciences, Oceanography, Technology, Engineering, or closely related fields.
• Masters degree in Business Administration or closely related field.
• Experience in a supervisory or management role at UH.

Benefits

• Health insurance coverage
• Dental insurance coverage
• Life insurance coverage
• 401k retirement savings plan
• Paid holidays
• Flexible scheduling options
• Professional development opportunities
• Tuition reimbursement for further education
• Paid volunteer time
• Employee discount programs