Operations Coordinator - Academic Affairs; Readvertisement

Position: Operations Coordinator - Academic Affairs (0080647) READVERTISEMENT
Location: Kapolei

Title: Operations Coordinator – Academic Affairs

Position Number: 0080647

Hiring Unit: University of Hawai'i - West O'ahu, Vice Chancellor for Academic Affairs

Location: Kapolei, HI

Date Posted: October 31, 2025

Closing Date: Continuous – application review begins November 17, 2025

Band: B

Salary: salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Permanent

This position is essential to the success of the Office of the Vice Chancellor for Academic Affairs (OVCAA) as it supports core academic personnel processes (e.g., tenure, promotion, contract renewal), faculty hiring, lecturer onboarding, and compliance with collective bargaining agreements. This position ensures that deadlines are met, payroll is processed accurately, and accreditation and reporting obligations are fulfilled. By aligning with UH-West Oahu's mission and UH System strategic imperatives, this position contributes to strengthening faculty success and academic quality, ensuring compliance and risk management, and supporting workforce and student success initiatives by maintaining efficient academic operations.

Duties

and Responsibilities (
* Denotes Essential Functions) Operational & Administrative Leadership

• * Oversee, prioritize, and perform complex, confidential support services for OVCAA, maintaining regular senior leadership, faculty, staff, and external colleagues.
• * Serve as liaison for the Vice Chancellor for Academic Affairs (VCAA) with internal and external offices, ensuring timely communication and problem solving.
• * Supervise and train OVCAA the support staff and student employees; establish office procedures to ensure efficiency and exceptional customer service.

Faculty & Lecturer Personnel Processes

• * Oversee recruitment, hiring, and onboarding of lecturers and OVCAA Casual hires, including collection and auditing of required forms, verification of I-9 compliance, and processing of appointments in People Soft.
• Serve as source of support for Division Chairs during the faculty recruitment process, including search committee appointment memos, search committee communication, and national posting of tenure-track in compliance with university policies and collective bargaining agreements.
• Collect background information to determine placement on lecturer and overload fee schedules.

Overload and Payroll Management

• * Manage, oversee, and coordinate all aspects of overloads, including preparation, submission, monitoring, eligibility review, and accounting verification.
• Ensure efficient and accurate processing of overloads to meet payroll deadlines and compliance requirements.
• * Input faculty/staff personnel transactions (i.e., overloads, lecturer hires, position management requests) into People Soft for approval routing.

Faculty Personnel Administration

• * Review faculty personnel transactions including Special Salary Adjustments (SSA), tenure, promotion, and contract renewals for conformity with established policies and procedures for compliance with university policies and collective bargaining agreements.
• * Monitor instructional workloads to ensure alignment with agreements and reporting requirements; support annual workload reporting system.
• Research, analyze, and make recommendations on extraordinary or unusual personnel administration requests.

Other

• * Gather, assemble, organize, and analyze data and information in support of various special initiatives and academic programs, including the academic development plan and accreditation reports and visits.
• Partner with the UHWO Business Office and the Human Resources Office to ensure compliance with fiscal and personnel matters in accordance with Federal, State, and University rules, policies, and regulations.
• Perform other duties as assigned.

Minimum Qualifications

• Possession of a baccalaureate degree in Business Administration, Public Administration, Human Resources Management, or related field and three (3) years of progressively responsible professional experience with responsibilities for office management, business administration, higher education, and/or human resources; or any equivalent combination of education and/or professional…