Job Details

Other Conditions: To begin approximately July 2025.

Description

Title: Operations Coordinator

Position Number: 0079003

Hiring Unit: School of Architecture

Location: Manoa Campus

Date Posted: May 22, 2025

Closing Date: June 11, 2025

Band: B

Salary : salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Permanent

Other Conditions: To begin approximately July 2025.

• **Researches, collects, analyzes data and prepares administrative reports related to program operations, administrative functions, and ensures that reports are examined and submitted in a timely manner.
• **Addresses concerns and issues expressed by individuals within the University community and general public, and advises appropriate actions and responses.
• **Serves as project leader to facilitate meeting the Dean's goals and objectives (advisory council, lecturer series, variety of School of Architecture functions and events).
• **Maintains confidentiality and a high level of tack and diplomacy in discussing issues and concerns related to the School's direction, plans, and activities.
• **Acts as primary administrative contact for school affairs, including recruitment, special salary adjustment requests, tenure and promotion applications, contract renewal, etc. Keeps abreast of changes in institutional policies.
• **Administers the student scholarship process in coordination with the Scholarship Selection Committee; prepares award letters; notifies scholarship donors; organizes the Scholarship Award Luncheon inviting recipients, faculty, staff and donors.
• **Coordinates annual employee parking requests and daily special visitor parking requests. Becomes an authorized user for the Commuter/Parking Office online request system.
• **Attends functional school meetings, i.e. faculty meetings, selected community meeting, advisory council meeting, architectural firm visits.
• **Plans, organizes, and executes special events to include agenda/program, meeting material, logistics, catering.
• **Serves as the liaison with UHM Facilities Management Office (FMO), and Telecom Office, to ensure effective and efficient operations of the Architecture building. Becomes an authorized user for the FMO AIM work order online request system.
• **Handles external affairs, developing and broadening professional community and organization relationships and communication, and expanding community outreach.
• **Serves as liaison with the national American Institute of Architects (AIA) to offer courses for learning credit, to maintain and expand the network with the professional community. Becomes an authorized user for the AIA administrative online system.
• **Works closely with the UH Foundation development officer to enrich donor relations, external affairs and professional community support.
• **Participates in meetings and communications with school constituencies; provides strategic feedback on new and existing programs; researches and reports on issues related to new initiatives and programs; implementation of key projects resulting from the strategic agenda.
• **Coordinates all special projects, e.g. international symposia, journals and other publications, branding strategies and implementation, special alumni and donor events, and interfaces with campus, city, state and national organizations and institutions.
• **Provides support for new identity and communication programs, e.g. print and digital media, promotional material, student recruitment initiatives, requiring editorial assistance and oversight, and responsibilities as liaison w/ multiple constituencies.
• **Participates in strategic meetings; meets with selected constituents; assists with all written material issued from the dean's office; assists in editing, updating, and refreshing website content and functionality, ensuring that all information is accurate and complete.
• **Oversees various non-instructional school programs and events, e.g. logistics for National Architectural Accrediting Board accreditation reports and visits; visits to and from affiliated foreign academic institutions; and professional organizations that interface with the academic mission
• **Works closely with newly identified donors to ensure that existing funds are monitored and that periodic efforts are in place to work with our donor community.
• Other duties as assigned

• Possession of a baccalaureate degree in Business Administration and/or Management and 3 year(s) of progressively responsible professional experience with responsibilities for executive support; 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 executive 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 executive 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 and apply word processing software.
• Demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.

Desirable Qualifications

• Experience in academic communication and/or constituent relations.

To Apply:

Click on the “Apply” button on the top right corner of the screen and attach the required documents. Applicants must submit the following: (1) cover letter indicating how you satisfy the minimum qualifications, (2) resume, (3) names and contact information of 3 professional references and (4) copies of transcripts with confidential identifiable information (i.e. social security number, birth date, etc.) redacted are acceptable, but official transcripts will be required at the time of hire.

Incomplete and late applications will not be considered.

Note: If you have not applied for a position before using NeoGov, you will need to create an account.

Inquiries: Charlene Lagondino email: ...@hawaii.edu

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:

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: , 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:

About the company

The University of Hawaiʻi System, formally the University of Hawaiʻi and popularly known as UH, is a public college and university system that confers associate, bachelor's, master's, and doctoral degrees through three universities, seven community col...

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