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Operations Coordinator (0096620T)
Hawaii Institute of Marine Biology
Operations
kaneohe, hi, usa
Posted on May 13, 2025
Description
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Title: Operations Coordinator
Position Number: 0096620T
Hiring Unit: RES & DEAN OF GRAD DIV, SCH O&ES&T, HAW INST OF MAR BIO
Location: Kaneohe, HI
Date Posted: 5/12/2025
Closing Date: 5/26/2025
Band: A
Salary : salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Temporary
Other Conditions:
Continuation dependent on satisfactory performance, available funds, operational needs and actual
staffing requirements. This is a temporary position with the ability to become permanent.
Duties and Responsibilities
1.*Serves as primary point of contact for visiting researchers and all overnight visitors before their stay, ensuring timely and helpful responses to visitor inquiries
2.* Orients visiting researchers to Moku o Loe and residential facilities, clearly and proactively communicates HIMB policy regarding visiting researcher arrival and departure and residential facilities use.
3.* Creates a welcoming environment and supports non-research-related needs during visitor stay.
4.* Exhibits a positive attitude and ensures a positive impression of HIMB.
5.* Maintains professionalism and courtesy while following the policies and procedures for HIMB visiting researchers.
6.* Designs, distributes and analyzes a post-visit visitor survey and suggests process and policy changes in response to visitor feedback.
7.* Coordinates visitors research requirements and expectations with the visitors HIMB Sponsor, HIMB Marine Safety Officer, Center for Community Education and HIMB Director.
8.* Advises on visitor policies to the HIMB Director and HIMB Visitor Committee to maximize visitor access in alignment with HIMB strategic plan.
9.* Oversees the preparation and maintenance of visiting researcher residential facilities, including overseeing the preparation of rooms for incoming visitors, inspecting facilities for cleanliness and repair, reporting needed repairs or equipment failure to the Facilities Officer.
10.* Assigns tasks and provides instructions to part-time assistants or student helpers responsible for cleaning and preparing rooms.
11.*Monitors and orders supplies necessary for optimal functioning and maintenance of the visiting research residential facilities.
12.* Operates and oversees web-based lodging reservation and billing system. Prepares and issues invoices.
13.* Consults with HIMB fiscal administrator to implement effective accounting procedures and income generation to maintain visiting researcher program.
14.* Researches and initiates improvement of HIMB's web-based reservation program.
15.* Prepares and distributes reports and schedules for the visiting researcher program, including, arrivals and departures, shipping, billing, expense and supply use.
16.* Solicits, collects and records visiting waiver and volunteer forms. Enters data for visiting researchers and research volunteers into Institute database.
17.*Operate and crew small boats and passenger vessels to support safe and efficient visitor transport and access to Moku o Loe.
18.Other duties as assigned.
*Denotes Essential Functions
Minimum Qualifications
1.Possession of a baccalaureate degree in Business Administration, Travel Industry Management, Science or related field and0 yearsof progressively responsible professional experience with responsibilities for property management, lodging operations, operations and/or hospitality management; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
2.Functional knowledge of principles, practices and techniques in the area of property management, lodging operations, and/or hospitality management demonstrated by knowledge, understanding and ability to apply concepts, terminology.
3.Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with property management, lodging operations, and/or hospitality management.
4.Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of property management, lodging operations, and/or hospitality management.
5.Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.
6.Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members and individuals.
7.Demonstrated ability to operate a personal computer, apply word processing software, andIGOR Pro, Dreamweaver and Wordpress.
8.Knowledge of reservation and/or credit card processing platforms such as CheckFront and TouchNet.
9.Must be able to obtain boat operator certification, as required by the State of Hawaii Administrative Rules, within six (6) months from date of hire and maintain throughout the duration of employment.
10.Demonstrated ability to deliver high-caliber customer service.
Desirable Qualifications
1.Familiarity and experience with tropical marine biology and oceanography.
2.Familiarity with UH and RCUH accounting practices.
3.Experience in a supervisory or leadership role.
4.Experience with IFB processes, including developing scopes of work, meeting and coordinating with contractors, and providing input and information for renovations and construction design.
5.Understanding of institutional procurement practices, including requisitions, purchasing protocols, and vendor management in a university environment.
6.Familiarity and experience with biological field stations.
7.Experience collecting and managing data associated with visitor feedback and evaluation.
To Apply:Click on the “Apply” button on the top right corner of the screen to complete an application and attach 1) cover letter indicating your interest in this position and how you satisfy the minimum and desirable qualifications, 2) resume, 3) the names and contact information (include title, email, and phone number) of at least three professional references and 4) copies of educational transcripts with confidential information (i.e., social security number, birth date, etc.) redacted. Official transcripts will be required at the time of hire. Transcripts issued outside of the United States of America require a course-by-course analysis with an equivalency statement from an agency having membership with the National Association of Credential Evaluation Services, Inc., verifying the degree equivalency to that of an accredited institution within the USA. Expense of the evaluation shall be borne by the applicant.
Incomplete applications will not be considered. The application will be considered incomplete if materials are unreadable.
Minimum qualifications must be met by the date of application.
If you submit more than one application, only the most recent application will be considered.
Note: If you have not applied for a position before using NeoGov, you will need to create an account.
Inquiries: Candace Kaawaloa; cawana@hawaii.edu
EEO, Clery Act, ADA
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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/