Operations Coordinator (HI APEX)

Description

Position Overview

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 APEX Accelerators, formerly known as the Procurement Technical Assistance Program (PTAP), was authorized by Congress in 1985 to expand the number of businesses capable of participating in government contracts. The APEX Accelerators program focuses on building a strong, sustainable, and resilient U.S. supply chains by assisting a wide range of businesses that pursue and perform under contracts with the DoD, other federal agencies, state and local governments and with government prime contractors. We provide quality research, training workshops, and consulting services to the local small business community.

Duties and Responsibilities (* denotes essential functions)

• **Leads the Hawaii APEX program’s strategy and operations, including managing the budget and writing federal grant proposals.

• **Prepares and submits required reports for grant providers and stakeholders to show program progress and compliance.
• **Provides post award support to businesses once they are awarded a government contract.
• **Develops and maintains working relationships with economic development agencies and government buyers help small businesses in securing government contracts
• **Plans and leads marketing efforts to promote Hawaii APEX services to the local business community.
• **Organizes and leads workshops and conferences on government contracting, including required registrations, certifications, and marketing to the government, and solicitation review and preparation.
• **Provides one-on-one counseling to clients regarding Federal, State, and local contracting, as well as sub and prime contracting opportunities.
• **Assists clients in preparing a company profile, solicitation review, bid package preparation, bid history research, and assists with contract administration (upon award of contract) when needed.
• **Manages the accuracy and entry of client data and performance metrics to ensure all Center records are accurate and up to date.
• **Supervises staff by creating work plans, providing training to improve skills, and handling of personnel actions (i.e. hiring, promotions, and terminations), and managing workplace safety.
• **Engages in advocacy for small business interests and community development by serving on boards, committees, task forces and other public/private-sector, community groups
• **Stays current on procurement laws and maintains required professional certifications to ensure the Center’s expertise.
• Perform other duties as assigned

• Possession of a baccalaureate degree in Business or related field and five year(s) of progressively responsible experience in business services and stakeholder relations (i.e. U. S. Department of Defense, Hawaii SBDC, UH Hilo. U.S SBA); or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

• Two (2) years of supervisory and program management experience.
• Considerable working knowledge of principles, practices and techniques in the area of government contracting processes, policies, and procedures as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.
• Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with government contracting.
• 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.
• Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.
• Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
• Demonstrated ability to operate a personal computer, apply word processing software, data management/digital marketing applications, web conferencing platforms, digital marketing and client management software (CRM).
• Demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
• Demonstrated knowledge and understanding of government contracting processes, policies, and procedures
• Knowledge of the principles and requirements of starting and operating a successful small business in Hawaii or the ability to quickly obtain such knowledge.
• Knowledge of the business counseling and consulting process
• Demonstrated ability to establish work standards/expectations and clear direction to meet goals and objectives of ongoing work for direct reports through effective communication and leadership.
• Demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
• Experience in business counseling, consulting, and management, including employee supervision, EEO, and policy administration
• Knowledge of the principles and requirements of starting and operating a successful small business in Hawaii or the ability to quickly obtain such knowledge.
• Excellent communication and presentation skills across verbal, written, and visual formats for both in-person and virtual engagements
• Proficiency in financial analysis and business planning
• Prior experience in Apex or similar programs, or successful ownership/management of a high-performing small business
• Valid driver’s license and ability to travel for site visits and outreach

• Ability to work effectively with diverse populations and conduct remote work as needed

Desirable Qualifications

• Master’s degree in Business or related field from an accredited college or university
• Strong knowledge of Hawaii’s business environment and economic development landscape.
• Familiarity with client management systems, such as Neoserra or similar platform.
• Proficient in using Constant Contact or similar program for email marketing and list management

EEO, Clery Act, ADA