Operations Coordinator (0080376)

Description

Title: Operations Coordinator

Position Number: 0080376

Hiring Unit: RES & DEAN OF GRAD DIV, SCH O&ES&T, HAW NAT ENERGY INST

Location: Manoa

Date Posted: May 4, 2026

Closing date: May 19, 2026

Band: B

Salary: salary schedules and placement information

Full Time/Part Time: Full-time

Temporary/Permanent: Permanent

Duties and Responsibilities

• *Collaborates with the Principal Investigator (PI) in planning, organizing and preparing budgets and proposals to other government agencies and the private sector for submittal through the MyGRANT system and applicable federal submission processes such as Grants.gov.
• *Supports the Administrative Services Manager (ASM) in the preparation and review of proposals/contracts/subawards for accuracy, completeness & conformance.
• Develops and populates internal tracking tools to assist the Director with overall project management.
• Coordinates preparation of technical reports for multi-investigator projects.
• *Creates, monitors, analyzes, and interprets financial reports on status of ongoing grants to advise PIs of spending allocations & trends; and advises on surplus/shortages, potential problems & possible solutions/alternatives.
• Processes purchasing requests in accordance w/federal, state, & UH requirements. Prepares written policies, reports, analyses, administrative procedures, instructions, guidelines, interpretations, financial statements, cost & evaluation reports & statements of condition.
• Performs the full lifecycle of procurement activities in compliance with Federal, State, University of Hawaii (UH), and Research Corporation of the University of Hawaii (RCUH) policies and procedures of extramural award and appropriated funds.
• *Supports the ASM in the administration of procurement requirements by advising and assisting PIs and staff on specialized/unique research acquisition methods. Maintains institutional compliance by establishing efficient workflows for purchasing, financial recording, and internal controls in accordance with all federal and state laws, University policies, procedures, rules, regulations, and practices.
• Reviews contract/grant purchasing terms and conditions and ensures accurate and timely processing of all financial transactions of requisitions, travel requests/completions, payments, payroll timesheets etc.
• Completes, reviews, maintains, reconciles & audits fiscal transaction reports, forms, requests, fiscal journals & records in accordance w/federal, state & UH requirements.
• Develops recommendations for and the implementation of internal administrative policies and procedures for increased efficiency and effectiveness.
• Coordinates responses to public inquiries and managing requests for departmental information from both internal and external audiences.
• *Serves as a permanent member of HNEI's laboratory safety committee, assisting the committee chair with coordinating meetings, maintaining continuity of procedures, and maintaining all relevant safety documents.
• Serves as the central repository for all laboratory safety documents and acts as the primary point of contact with Environmental Health and Safety Office (EHSO) for any laboratory safety concerns.
• Oversees the equipment and property management process for the program, including inventory control, assisting with transfers and disposal.
• Other duties as assigned.

(*denotes essential functions)

Minimum Qualifications

1. Possession of a baccalaureate degree in business, public administration, environmental sciences or related field and 5 year(s) of progressively responsible professional experience with responsibilities for fiscal administration; 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 higher education research administration 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 research administration.
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 with knowledge and experience using word processing, spreadsheet and data management software
8. If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.Familiarity with safety policies and procedures in a research environment
9. Demonstrated ability to analyze, interpret, and use sound logic and judgment when applying administrative policies and procedures.
10. Demonstrated ability to prioritize and organize workload to meet scheduled deadlines.
11. Experience in budget formulation, execution, personnel management, travel and/or procurement.
12. Demonstrated ability in the use of computerized financial applications such as KFS.
13. Demonstrated ability to use and troubleshoot Microsoft 365 programs and Google applications.
14. Ability to exercise discretion and strict confidentiality in situations as required.
15. Demonstrated knowledge and ability in providing high level of customer service.
16. Ability to exercise initiative by anticipating & proactively resolve fiscal, financial, procurement & operating issues or situations.

Desirable Qualifications

1. Considerable knowledge of administrative service policies of the University and the Research Corporation of the University of Hawaii.
2. General knowledge of the Organized Research Unit (ORU).
3. Demonstrated experience with developing and administering ORU omnibus budget and related tasks.
4. Demonstrated experience preparing and reviewing complex technical reports to meet requirement of the Hawaii State Legislature and federal funding agencies.

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. The applicants should submit the following documents:1. cover letter indicating how you satisfy the minimum and desirable qualifications, 2. names and contact information (including e-mail address) of at least 3 professional references, 3. resume, and 4. official transcripts (copies are acceptable with application; official transcripts are required upon hire). Late, incomplete, or unreadable application materials will not be considered. Please REDACT references to social security numbers and birth date on submitted documents. All items become the property of the University of Hawaii and will not be returned.

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: Michele Nuibe, myanazak@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/