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    administrative manager - Honolulu, United States - Kupu Hawaii

    Kupu Hawaii
    Kupu Hawaii Honolulu, United States

    4 weeks ago

    Default job background
    Description


    Kupu, which means "to sprout" or "to grow" in Hawaiian, has a two-fold mission: to preserve the land while empowering youth.

    The organization provides hands-on training in conservation, sustainability, and environmental education for young adults, with the goal of fostering our next generation of environmental and cultural stewards.

    Kupu's work has been likened to the role of the kupukupu fern, which is one of the first plants to recultivate the land after a lava flow.

    The fern not only serves as a foundational species for rebuilding a healthy, native ecosystem, but it also symbolizes a place where knowledge can grow.

    Established in 2007 as a 501(c)3 non-profit, Kupu empowers future generations to create a more sustainable, pono Hawai'i.

    Kupu accomplishes this by partnering with conservation and sustainability focused agencies throughout the state and pacific in providing hands-on service opportunities which educate and mentor young adults and emerging professionals to become stewards of our communities and environment.

    Since 2007, Kupu has risen to meet the increasing demands of the green job sector by engaging over 3,000 youth in the areas of conservation, sustainability, and environmental education.

    Kupu affirms the Hawaiian notion of "ma ka hana ka ʻike" or "in working one learns." This approach has led to the creation of hundreds of service-learning opportunities which assists in the development of Hawai'i's emerging professionals in the green job sector while supporting over 150 conservation and sustainability organizations across Hawaiʻi and the Pacific region.

    "To empower youth to serve their communities through character-building, service-learning, and environmental stewardship opportunities that encourage integrity (pono) with Ke Akua, self, and others"
    C

    Character
    H

    Humility
    O

    'Ohana
    S

    Service
    N

    N obility
    Administrative Manager - Position Overview and Description

    The Administrative Manager coordinates Kupu's program members' administration system and general workflows. They will supervise an administrative team and ensure daily tasks are completed seamlessly.
    The Administrative Manager has excellent communication and organizational skills.

    The ideal candidate will be well-versed in departmental procedures and policies and will be able to actively discover new ways to do the job more efficiently.


    Location :
    Honolulu


    Reports to :
    Operations Manager of the Environmental Leadership Development Initiatives program
    Position Duties
    This position is a full-time position that includes, but is not limited to, the following duties:

    Assist in the management of specific grants awarded to programs including but not limited to program implementation, budgets, and reporting.

    Collaborate with the Operations Manager to ensure operational efficiencies and execution, while identifying opportunities to improve policies or objectives.
    Assist and support Operations Manager with strategic planning for operational growth.
    Develop strong relationships with cross-functional teams and programs.
    Lead the Environmental Leadership Development Initiatives administrative team
    Supervision
    Supervise the day-to-day operations of the administrative team.
    Hire, train and evaluate staff and take corrective action when necessary.
    Promote Kupu culture among the team.
    Compliance
    Ensure administrative department is operating in compliance with grant terms and conditions, with heavy focus on AmeriCorps requirement
    Maintain proactive communication with program managers and supervisor regarding areas that Kupu may need to seek assistance or approval from funder
    Monitor grant updates and ensure that the administrative department responds to relative changes and/or implements new requirements as necessary
    Develop, implement, coordinate and evaluate program needs, goals, programs, delivery systems, and outcomes as follows:
    Effectively coordinate program administrative requirements
    Oversee, organize, and coordinate program logistics
    Develop, review and improve administrative systems, policies and procedures.
    Assist with member recruitment, interview, and selection process
    Confirm applicants qualify for positions and ensure appropriate trackers are updated
    Data and Administrative Tasks
    Ensure members and sites are fulfilling their requirements by submitting timesheets, data, evaluations, surveys, and other paperwork in a timely manner
    Maintain statistical information on program performance and prepare for reporting
    Oversee the collection, organization, process, and tracking of program applicants' paperwork (applications, resumes, waiver forms, member contracts, etc.); Help to ensure incoming paperwork is complete and accurate
    Assist with the creation of applicant lists and manage program rosters
    Enroll and exit members from the system used
    Prepare and/or send out communication materials, such as acceptance packets, letters of regret, and information to recipients
    Collect and prepare data pertinent to reporting, measuring program success, and tracking program impact
    Prepare materials for meetings and other events
    Conduct staff background checks as needed
    Answer phone calls and respond to inquiries
    Payroll Administration
    Back-up for the Payroll Specialist should they not be available.
    Responsible for the accuracy and timeliness of bi-weekly payroll for program participants (200+ participants).

    Must be able to review time cards, compute wages, reconcile wages, overtime, and other types of pay with accuracy and compliance.

    Assist in the maintenance of employee records and adhere to all state and federal laws.
    Post, update and reconcile all employee-related payroll deductions.
    Manage and administer pay processing outside of normal routine runs.
    Resolve any issues/questions by supervisor or other parties in a timely and professional manner
    Work and communicate closely with Professional Employer Organization (PEO) and multiple payroll providers in Hawaii and other Pacific territories.

    Communication includes any payroll updates that include, but are not limited to, revisions to timesheets, personnel updates and approver access.

    Edit payroll software for changes in member status.
    Provide necessary communications to program staff.
    Follow Up/Program Development
    Evaluate areas of responsibility and look for ways to streamline operations
    Track results and long-term impacts
    Ensure that programs run smoothly and efficiently
    Other duties as needed
    Position Requirements

    Administrative Manager must meet the following minimum requirements:
    Available full-time Monday through Friday, as well as for possible weekends, evenings, and periodic neighbor island travel
    Meet Kupu's Criminal History Background Check and driver's abstract requirement
    Possess a valid Driver's License
    High school diploma
    High level skill set in the use of Microsoft Office Programs
    Preferences
    The Administrative Manager is preferred, but not required, to have the following:
    Experience or interest in working inter-generational and in environmental conservation

    Compensation and benefits:
    Commensurate with experience
    Paid time off
    Eligible for 401(k) plan after one year of service and 1,000 hours of service
    Other employee benefits
    Interested and qualified applicants are invited to apply.

    Note:
    This position description is representative of the types of duties and responsibilities. It is not intended to be a complete list of all duties and responsibilities required for this position.
    Questions or inquiries about this position may be directed to:
    *In accordance with Federal Law, Kupu does not discriminate on the basis of race, color, national origin, sex, age, disability, or any other protected characteristic.

    Employment Type:
    Full Time

    Remote Type:
    Work From Home Flexibility
    To begin the application process, click

    Apply

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