Assistant to Chancellor Job Hilo area,Hawaii USA,Management

Position: Assistant to the Chancellor (pos#97564)

Administrative Officer (Assistant to the Chancellor)

Position Number: 0097564 Hiring Unit:
Office of the Chancellor

Location:

UH Hilo Closing Date:
July 24, 2026 Band: B Salary: salary schedules and placement information Full Time/Part Time:
Full-time Month: 11-month Temporary/Permanent:
Permanent

The University of Hawaii at Hilo (UH Hilo) is a public liberal arts and sciences university on the Island of Hawaii, recognized for its integration of cultural immersion and place-based research that leverages the island's extraordinary geological, biological, and cultural diversity. A comprehensive, regional campus within the ten-campus University of Hawaii system, UH Hilo offers high-quality undergraduate and select postgraduate education, with distinctive strengths in areas such as marine science, geology, astronomy, and Hawaiian language revitalization, while advancing research, scholarship, and creative activity that support community needs, environmental stewardship, Indigenous knowledge systems, and workforce development priorities for the State of Hawaii.

The Office of the Chancellor at UH Hilo is the primary executive administrative hub for the campus. It is responsible for providing strategic leadership and overall direction for the university's academic mission, research enterprise, student success initiatives, and community engagement. The office works closely with the UH System President, the Board of Regents, faculty, staff, students, and the local community to align UH Hilo's goals with the broader needs of the state and Hawaii island.

The Office of the Chancellor serves as the center for high-level decision-making and is critical to maintaining the university's accreditation, financial stability, and reputation as a center for higher learning and cultural preservation.

The Assistant to the Chancellor position is a crucial manager and facilitator within this executive environment. The individual in this role will manage the day-to-day operations of the Office of the Chancellor, ensuring administrative efficiency and smooth workflow. A major part of the work involves providing high-level assistance in three key areas: policy, project management, and executive communications. This position will research, analyze, and draft internal university policies or prepare briefing materials on system-wide and state-level legislative policy issues impacting the campus.

In special projects, the Assistant will coordinate complex initiatives directly assigned by the Chancellor, often requiring cross-division collaboration and management of deadlines. Finally, for executive communications, the assistant will be responsible for preparing and coordinating official correspondence, presentations, and remarks for the Chancellor, ensuring a consistent and professional voice for the administration in all internal and external engagements.

Duties and Responsibilities:

Provide the day-to-day administrative work of a broad scope and complexity under the Chancellor's general direction, utilizing independent judgment and initiative.

Direct the workflow and daily activities of the Chancellor's office support staff and student assistants; oversee recruitment, training, and performance evaluations to ensure a high-functioning executive environment.

Serve as the primary point of contact for the Chancellor's Office, screening inquiries and delegating issues to Vice Chancellors or department heads as appropriate.

Oversee the Chancellor's schedule and calendar, screen contacts, and research issues to prepare the Chancellor for meetings and events.

Support the Chancellor with personnel recruitment, onboarding, and the timely tracking of performance evaluations for direct reports.

Oversee the organization and retention of the office's official records, developing systems to ensure compliance with legal and institutional archiving requirements.

Oversee all aspects of divisional and cabinet-level meetings, including agenda preparation, room/space approvals, and the follow-up of action items on the Chancellor's behalf.

Coordinate all aspects of the Chancellor's travel, including complex itineraries, registrations, and post-travel reimbursements in accordance with state travel regulations.

Manage Chancellor's budgets by monitoring, analyzing funds, projecting fiscal needs, and ensuring compliance with university policies for expenditures, using independent judgment.

Manage the operations of the Chancellor's office, ensuring smooth operations by applying technical knowledge of policies. This includes managing space approvals, supervising student employees, and overseeing records retention.

Manage the design, timeline, accuracy, and effectiveness of special assignments for campus executive leadership, maintaining an inventory of projects, and providing regular progress briefings.

Lead and oversee special projects, studies, focus groups, and task forces assigned by the Chancellor affecting academic, administrative, and student service areas.

Oversee projects…