Operations Coordinator CTAHR​/Oahu

Title: Operations Coordinator

Position Number: 0097114

Hiring Unit: College of Tropical Agriculture and Human Resources (CTAHR), Oahu County

Location: Manoa, HI

Date Posted: March 10, 2026

Closing Date: March 30, 2026, 11:59PM HST

Band: A

Salary: salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Permanent

Other

Conditions:

All application materials should be submitted by March 30, 2026, 11:59PM HST. Complete applications and required document attachments must be submitted before close of vacancy. Incomplete applications will not be reviewed by the hiring committee. Please see application instructions.

• Works under the direction of the Oahu County Administrator to coordinate and perform a variety of tasks that facilitate the day-to-day operations of the Honolulu Office and the wide range of county based programmatic and grant-funded projects to ensure smooth operations of all Oahu County on and off campus facilities.
• Provides office staff support for Oahu County staff, faculty, research support, and County Administrator.
• Assists the County Administrator with a variety of correspondence, including phone inquiries, emails, documents, reports, letters, legislative fact sheets, and newsletters.
• Assists with the scheduling of the County Administrator's availability for meetings (Doodle polls, etc) and setting up meetings via calendar invites, Zoom, room reservations, and other appropriate methods.
• Assists County Administrator with travel arrangements, reimbursements and required reporting.
• Responsible for assisting in the preparation and processing of all fiscal transactions and addressing issues with requisitioner(s) and/or appropriate persons, including grant-related fiscal reporting and contractual procurements.
• Provides staff support in procurement including review and approval of requisitions, AIM requests, Super quotes, Certificates of Insurance, purchase orders, travel requests & completions, departmental checks, inter-departments orders, and P-card transactions, and others as needed, in accordance with Federal, State and UH policies and procedures.
• Reviews and ensures the appropriateness and correctness of travel documents and processes for payment.
• Assists Research Support staff and County Administrator with invoicing internal and external vendors for payment, and/or reimbursements.
• Assists in ensuring that all department and program goods and services are purchased in compliance with Federal, State and University guidelines and procedures by appropriate deadlines.
• Holds a department P-card to assist in departmental purchases.
• Maintains and assists with documentation of Oahu County policies and procedures.
• Assists the County Administrator with planning, monitoring and management of the annual budget and other county-based accounts by way of monitoring monthly expenditures, and reconciling monthly ledgers with financial reports for checks and balances.
• Assists with personnel matters, such as hiring through UH, RCUH or the SECE system, developing position descriptions with the County Administrator, FTE certifications, etc.
• Serves as a liaison with CTAHR Human Resources and Fiscal Office, RCUH, and other various departments throughout the University.
• Assists in the maintenance and inventory of equipment and/or supplies in the Oahu County offices such as reviewing annual inventory reports, etc.
• Reviews, submits, maintains and tracks all administrative, personnel and program matter files such as, but not limited to, Legal Service Review (LSR), AiM requests, plot allocations, mutual of understanding, cooperative agreement, use and occupancy, facility use agreements, etc.
• Assists the County Administrator and Research Support staff with all legal documentation and filing for trespassing, police reports, etc.
• Provides assistance with the design and maintenance of the county's website, CTAHR/ Oahu County and University employee's directory and other publicity materials. Updates system when changes are needed.
• Assists the county with annual parking passes for Manoa campus.
• Works nights, weekends, and/or holidays as needed.
• Other duties as assigned.

Denotes essential functions

• Possession of a baccalaureate degree in business, liberal arts, communications, management, education, or related field and 0 year(s) of progressively responsible professional experience with responsibilities in business; or equivalent education/training or experience; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
• Functional knowledge of principles, practices and techniques in the area of business, communications or management demonstrated by knowledge, understanding and ability to apply concepts, terminology.
• Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with office and…