Operations Specialist (2-Yr Defined Term)

Kamehameha Schools•Kurtistown, HI

5d•$59,900 - $82,100•Onsite

About The Position

Aloha mai! Mahalo for your interest in Kamehameha Schools. If you are looking for an opportunity to utilize your skills and talents and grow in your profession, while serving and strengthening our Native Hawaiian community, we would love to have you join our ʻohana! Kamehameha Schools, Hawaii Campus is currently looking for an Operations Specialist for our Halau Kupukupu (R&D Team). This position will be joining an exciting and dynamic team that is responsible for the alignment, integration, and advancement of Kamehameha Schools - Hawai'i’s strategic priorities through Research, Development, and Knowledge Mobilization. Kuleana Administrative & fiscal kuleana to include everything from budgeting & reporting to p-card reconciliation. Student safety & compliance coordination for huaka‘i (field trips) Build and improve workflows, systems, and processes Our Ideal Candidate Thrives in fast-paced, high-change environment (R&D/startup mindset a plus) Is highly organized with strong coordination skills, and able to pivot when needed Possess the proven ability to create systems and scalable workflows that are stable yet flexible Is a strong communicator with a collaborative, customer-focused approach This is a 2-Year Defined Term position with the ability to convert to a Full Time Regular position. It has a 12-month work year. While our Defined Term positions are temporary in nature, they come with the same medical, 401k & time off benefits as our Full Time Regular positions.

Requirements

Bachelor's Degree in Business Administration or related field.
Minimum 2 years of directly related work experience.
Demonstrated organizational skills required to handle multiple assignments, complex tasks, timelines and deadlines.
Experience in handling the full array of fiscal responsibilities needed for a division’s fiscal functions.
Demonstrated strong customer service orientation and the ability to organize, analyze, prioritize, and problem-solve within a fast-paced office environment with frequent interruptions.
Ability to adapt work-style as needed to be effective both independently, as well as in collaboration with others in an environment of review and feedback.
Ability to work on teams and serving in both leadership and support roles.
Ability to consider the ultimate impact of decisions and actions on internal and external partners and constituents.
Strong collaboration, communication and interpersonal skills.
Ability to manage confidential information and sensitive situations.
Proficient in using Microsoft Windows and Office Suite products, primarily Windows, Excel, Word, and Outlook OR proficiency in the similar suite of Google applications.
Ability to establish and maintain good relationships within the respective island communities.
Excellent communication, organizational and writing skills to effectively address a variety of audiences.
Business and management skills; strong organizational skills
Strong organizational skills to prioritize and handle complex, multiple, simultaneous projects and meet established timelines and deadlines.
Demonstrated ability to remain flexible in a demanding work environment and to adapt to a rapidly changing environment.
Ability to analyze and conceptualize, and to work independently with a high degree of accuracy and with highly confidential information.

Nice To Haves

R&D/startup mindset a plus
Thrives in fast-paced, high-change environment
Is highly organized with strong coordination skills, and able to pivot when needed
Possess the proven ability to create systems and scalable workflows that are stable yet flexible
Is a strong communicator with a collaborative, customer-focused approach

Responsibilities

Serve on project teams to ensure smooth, consistent functioning of team communications, meeting scheduling, work coordination, responsiveness to administrative directives, and adherence to deadlines.
Advocate to division leadership regarding matters that would assist project teams with the successful completion of assigned projects.
Train with division subject matter experts relative to content and skill areas to be able to provide substantive assistance in specific areas as a key contributor to project team development efforts.
Responsible for front-line communications and interfacing with community stakeholders.
Support community events, workshops, and conferences to provide information and assistance with registration processing for key KS initiative opportunities.
Develop systems to ensure awareness of current information and related processes regarding ongoing and upcoming opportunities offered by KS or KS partners; online or in-person, statewide.
Responds to or redirects inquiries, concerns, or suggestions from parents of learners, adult learners, community organizations, and potential donors regarding KS Kaiāulu.
Active participant in efforts to improve programs, providing suggestions and implementing approved revised approaches.
Work with other division members or other parts of the organization to develop and implement systems to assess the efficacy of the above functions relative to the needs and interests of community members, community organizations, and KS staff stakeholders.
Responsible for major fiscal functions for the division.
Prepare, review and monitor division-wide project budgets including the preparation and submission of monthly and quarterly variance reports and EOY Accrual reporting.
Assist with the reconciliation of all project expenses.
Assist project leads and community liaisons with the preparation of formal agreements for community partnerships.
Work with project leads to administer contracts and to manage contractors.
Check budgets to ascertain if funds are available for expenditure requests and ensures proper budget codes and cost center accounts are applied to the requests.
Prepare, process and monitor purchase requisitions, vendor invoices and payment requests, general ledger adjustments and other financial records.
Ensure all expenditure requests comply with procurement policies and procedures and are transmitted for approval and further processing.
Ensure forms and requisitions are routed for required follow-up action.
Analyze budgets to recommend reallocation of funds and improved future budget allocations.
Analyze fiscal processes of the division to recommend and implement improvements, as approved by management.
Serve as the lead regarding key division systems and processes, ensuring that various streams of effort are cohesively managed and supported and that issues that arise are addressed and solved.
Develop, implement, improve, and maintain processes for the smooth operation of key division functions and complex ad-hoc projects as they arise.
Create online systems and repositories to receive, verify, and organize documents for easy retrieval by appropriate staff members.
Serve as a key communication node to receive and disseminate information to division staff, and ensures timely completion of tasks required.
Manage key office administrative functions for the division.
Provide clerical support including, but not limited to: scheduling and coordination for meetings – meeting location & other logistics, meeting agendas, meeting notes and minutes, finalization /distribution of minutes; drafting memos and/or correspondence, copying/filing of documents, distribution of documents and information as instructed, maintenance of files and records.
Compose draft communications on behalf of division leadership regarding routine matters.
Serve as an objective reviewer of draft communications intended for such audiences as community members or division staff.
Perform other related duties as assigned or requested.