Operations Coordinator (Volunteer Coordinator #0079335T)

Description

Position Number: 0079335T

Position Title: Operations Coordinator (Volunteer Coordinator)

Hiring Unit: Waikiki Aquarium

Location: Waikiki Aquarium

Date Posted:04/29/2026

Date Closed:05/01/2026

Band: A

Salary: salary schedules and placement information

Full Time/Part Time: Full Time

Temporary/Perm: Temporary

Duties and Responsibilities:

1. *Coordinates the implementation, maintenance, and creative development of the recruitment, training, and record keeping functions of the Volunteer Program.
2. *Maintains a high-quality volunteer effort that is responsive and supportive to the Waikiki Aquarium’s broad mission of public education, exhibition, research and conservation.
3. *Independently recruits, trains, maintains and retains a corps of volunteers from a broad spectrum of the Hawaii community. Responsible for obtaining criminal history records of all current and potential volunteers.
4. *Facilitates training to familiarize volunteers with specifics relating to duties associated with various departments and programs and serves as liaison between volunteers and those department and program coordinators.
5. *Communicates regularly with Department Heads to assess individual needs and requirements. Assists in a positive and effective manner with evaluation, appropriate placement, reassignment, advancement and retirement of volunteers.
6. *Participates in planning of all Aquarium events (special and on-going) to ensure volunteer requirements are met, which may require working outside of normal business hours including weekends, evenings/early mornings, and/or holidays.
7. *Responsible for database of contact details of current and potential volunteers. Generates mail list and labels for completing Aquarium volunteer mailings and does mail outs in a timely manner, when necessary.
8. *Conducts innovative entry programs that provide training and create a shared sense of commitment to produce a dedicated long-term corps of volunteers.
9. *Produces technically accurate and easily understandable written material that will serve as the basis for volunteer training, i.e., Volunteer Manual.
10. *Interacts and develops a welcoming relationship with volunteers on a daily basis
11. *Develops, mans and maintains a clean and welcoming Volunteer Center – stocks and services hospitality cart. Provides and maintains volunteer supplies.
12. *Responsible for volunteer signage and communications.
13. Serves as a first responder in cases of medical emergencies.
14. *Prepares and maintains Volunteer Department budget. Prepares all necessary paperwork to ensure all department expenses are paid.
15. *Compiles records of volunteer numbers, duties and hours, and prepares periodic reports on these statistics for the department and the University.
16. *Plans and implements all aspects of the Aquarium Volunteer Appreciation and Enrichment Events.
17. Other duties as assigned

* denotes essential duties

Education and Professional Work Experience:

• Possession of a baccalaureate degree in business administration, public relations, communications, education, science or related field and 2 year(s) of progressively responsible professional experience with responsibilities for volunteer management, and/or event planning, event coordination, event management; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

Knowledge, Skills and Abilities:

• Functional knowledge of principles, practices and techniques in the area of volunteer management, and/or event planning, event coordination, event 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 volunteer management.
• Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the event planning, event coordination, event management, and/or volunteer management.
• Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.
• Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members and individuals.
• Demonstrated ability to operate a personal computer and apply word processing software.

Supplemental Minimum Qualifications

• Able to multitask, lead subordinates, manage work priorities and projects, meet deadlines and manage employee relations.
• Able to work weekends, holidays, evenings, or other hours as needed.
• Must be able to obtain valid First Aid and Cardiopulmonary Resuscitation (CPR) certificates or its equivalent withing six (6) months from date of employment.
• Ability to travel independently to various geographical locations in a timely manner. Requirement may be fulfilled by a valid Hawaii Driver’s license (class 3), comparable driver’s license, or other means of transportation, which meets position needs.

Desirable Qualifications

• Previous experience managing volunteers in a zoo or public aquarium setting.
• Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with event planning, event coordination, event management
• Experience working in a diverse ethnic community.
• Volunteer experience with some leadership assignments.

To Apply:

Click on the "Apply" button on the top right corner of the screen to complete an application and upload required documents. Required documents include: (1) cover letter indicating how you satisfy the minimum and desirable qualifications; (2) resume; (3) the names and contact information of at least three professional references; and (4) transcript showing degree and coursework to date appropriate to the position (original official transcripts will be required at the time of hire.) NOTE: Please create a new account if this is your first time applying for a position using NEOGOV.

Inquiries:

Dr. Judith Lemus; 808.440.9005; jlemus@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/