Operations Coordinator

Duties and Responsibilities

• Serves as the Office Manager for the Dean's Office, providing professional, specialized administrative and fiscal support, serving as primary liaison and trusted advisor for the Dean and Associate Deans, to University of Hawaii (UH) administrators, JABSOM-affiliated health systems and community partners, students, legislators, other Deans, and external professional groups/institutions/agencies.

• Manages the daily operations and communication for the Dean's Office, acting as the primary point of contact for internal and external constituencies.

• Ensures a professional, effective, and efficient work environment by developing and maintaining effective systems for communication, scheduling, filing, and electronic document tracking.

• Maintains confidentiality and serves as the Dean and Associate Deans' confidant on personnel, sensitive, or strategic issues.

• Addresses concerns and critical issues expressed by individuals within the JABSOM community and the public by conducting research and analyzing the issues to provide recommendations on the appropriate action and/or response to be taken in a timely and effective manner.

• Maintains general knowledge of major JABSOM educational, research, and community-facing programs to route queries and arrange meetings efficiently.

• Manages Dean's Office documents, including meeting minutes, school policies, administrative memos, and other archival materials. Serves as a steward of highly confidential information.

• Independently reviews and prepares a variety of correspondence for the Dean's Office, including action memos, reports, and supporting documents to the President, Provost, and Vice Provost's Offices (OVPAE, OVPEM, and OVPRS), and other internal/external offices and constituents.

• Ensures operational and administrative matters follow university, state, and federal policies, procedures, and practices, and advises the Dean and Associate Deans accordingly.

• Tracks, anticipates, and prepares for upcoming deadlines and events that require action by the Dean's Office.

• Coordinates meetings sponsored by the Dean's Office by scheduling, planning, and overseeing logistical arrangements (e.g., campus visits, workshops, open house, trainings) and supports the JABSOM Events Management team with larger special events, which may include working after normal business hours, including evenings, weekends, and/or holidays.

• Coordinates and prepares travel-related requests, reports, logistics, and itineraries for the Dean and Associate Deans, including UH e-Travel and UHF-supported travel.

• Fosters effective working relationships with the JABSOM and Kaka ako campus community.

• Recruits, hires, trains, and manages subordinate Deans' Office assistants, student assistants, and graduate assistants for the Dean's Office as needed.

• Other duties as assigned.

• Denotes Essential Job Duties

• Possession of a baccalaureate degree in arts, social science, humanities, science, education, business, human resources, or related field, and 5 year(s) of progressively responsible professional experience with responsibilities for project management, program administration, and/or supporting executives/administrators; 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, program administration, and/or supporting executives/administrators as demonstrated by the broad knowledge of the full range of pertinent standards 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 project management and/or program administration.

• 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 a practical, innovative, and timely manner.

• Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally, and by preparing reports and other materials.

• Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders, members, and individuals.

• Demonstrated ability to operate a personal computer and apply Microsoft and Google word processing, spreadsheet, and presentation software.

• If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.

• Demonstrated ability to utilize video conferencing software, such as Zoom.

• Evidence of being highly organized, able to work under pressure with frequent interruptions, and remaining flexible in multitasking several concurrent assignments with competing deadlines.

• Demonstrated…