Description
Title: Operations Coordinator
Position Number: 0077486T
Hiring Unit: Outreach College, Continuing & Professional Programs
Location: UH at Manoa
Date Posted: 04/20/2026
Closing Date: 05/08/2026
Band: B
Salary : salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Temporary
Annual renewal contingent upon availability of funds, program needs, and satisfactory performance.
Duties and Responsibilities
1. *Oversees, coordinates and assists with the day to day administrative functions of Continuing and Professional Programs.
2. *Supervises, directs, trains, and evaluates CPP APT staff and student assistant positions.
3. *Coordinates training/informational sessions for CPP administrative staff.
4. Directs the procurement process, including responsibility for requisitions, invoices, and the purchase of supplies, equipment, printing and maintenance services.
5. Ensures all departmental expenses and procurement activities comply with applicable federal and state laws, as well as University and departmental policies, procedures, rules, regulations and practices.
6. Oversees the payroll process for the department including the initiation, preparation, and tracking of instructor payroll documents and other information.
7. Supervises the disbursement of paychecks and maintains accurate instructor personal data.
8. Facilitates the project intake and scheduling process for the Instructional Design and Development (IDD) unit to ensure equitable workload distribution.
9. Monitors active IDD project timelines and identifies potential bottlenecks to ensure all deliverables remain on schedule.
10. Provides regular status updates to leadership regarding IDD unit productivity and project milestones.
11. Supervises, coordinates, and when required, records or inputs data into various university systems, including the University's scheduling systems and student information systems.
12. Manages day-to-day operations within the college's relational database(s), ensuring high data integrity through regular updates and record maintenance. Directs the generation of custom reports for the department.
13. *Oversees the completion and accuracy of financial statements and quarterly reports for all CPP and Summer programs.
14. *Analyzes data and produces reports on all CPP activities including but not limited to enrollment, financial information, event participation and campus activities.
15. *Participates in the long-term assessment, planning and development of CPP.
16. Independently or collaboratively authors both written and oral reports for presentation to Outreach College management and other personnel within the university community.
17. Produces statistical reports on course enrollment including statewide programs, course cancellations, revenue, etc.
18. Develops and creates adhoc reports as needed.
19. *Develops and improves operational and administrative procedures to ensure CPP operates efficiently and effectively and in accordance with University of Hawai`i policies.
20. Travels independently to various locations to support CPP programs.
21. Works outside of normal business hours, including evenings, weekends, and/or holidays as needed.
22. Other duties as assigned.
*Denotes Essential Function
Minimum Qualifications
1. Possession of a baccalaureate degree in arts, social science, arts and humanities, science, education, business, or related field and 3 year(s) of progressively responsible professional experience with responsibilities for business administration, office management, or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
2. Considerable working knowledge of principles, practices and techniques in the area of business administration and/or office management as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.
3. Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with higher education.
4. 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.
5. Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.
6. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
7. Demonstrated ability to operate a personal computer, apply word processing software, and use of spreadsheet software.
8. If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
9. Able to travel independently to various locations in a timely manner. Fulfilled by possession of a valid State of Hawaii Driver's License (class 3), valid comparable driver's license, or use of other means of transportation which meets position needs.
10. Ability to work outside of normal business hours, including evenings, weekends, and/or holidays as needed.
Desirable Qualifications
1. Master's degree in project management, data analysis, liberal arts, business management or the equivalent.
2. Experience and familiarity with one or more of the following: Kuali Financial System(KFS), SCT Banner Student Information System, Coursedog Scheduling System, Destiny One, ReportServer, SAP Concur or Centersuite.
3. Demonstrated ability in developing comprehensive reports to evaluate programs.
4. Considerable working knowledge of principles, practices and techniques in the area of program development as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.
5. Experience working with in relational databases (e.g., FileMaker, Airtable, or similar platforms) with a strong understanding of how to maintain data integrity and generate meaningful operational reports.
6. Experience in producing and reviewing financial reports including detailed revenue and expenses.
To Apply:
Click on the “Apply” button on the top right corner of the screen to complete an application and attach required documents to the online application.
Degree must be earned from an accredited college and/or university.
For degrees earned from an institution outside the U.S., you must provide a course-by-course analysis and equivalency statement from an agency having membership with the National Association of Credential Evaluation Services, Inc. at your own expense upon hire.
Only the most recent application will be reviewed. All items become the property of the University of Hawaii and will not be returned.
Late, incomplete, or unreadable application materials will not be considered.
NOTE: If you have not applied for a position before using NEOGOV, you will need to create an account. The maximum file size to upload/attach is 10 MB. If the attachment is larger than 10 MB, please split the file and upload it as a supplemental attachment.
Inquiries: ochr@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: https://www.hawaii.edu/offices/eeo/policies/
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: https://www.hawaii.edu/titleix/help/campus-security/, 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: https://www.hawaii.edu/offices/eeo/accommodation-request/