Liliuokalani Trust
Manager, Operations - Liliuokalani Center
Liliuokalani Trust, Honolulu, Hawaii, United States, 96814
Manager, Operations - Liliuokalani Center
Thursday, October 10, 2024Lili’uokalani Center (LC):Informed by a deep understanding of the adolescent experience andgrounded in Hawaiian culture, the new LC will provide Hawaiian youth with opportunities to connect to peers and mentors, receive supportive services, and discover pathways to passion, purpose, and prosperity. LC will be LT’s signature youth development hub for culture, creativity, technology, and play, and will serve as a resource center where youth can connect to vital supports and a vibrant community. LC will be a safe space located in urban Honolulu where youth are inspired to pursue their dreams, including exploring pathways in the arts, sports, technology, and entrepreneurship while receiving wraparound support to help them reach their goals and become thriving adults.A primary function of LC will be to provide a space for young people to play, to learn, to find connection and inspiration, and to experience joy.Currently under construction, LC is set to open in Spring of 2025.Job PurposeThe
Operations Manager
oversees administrative staff for Lili’uokalani Center and is responsible for coordinating
the high-level
efforts of administrative teammates.
Working closely with Facilities and Program leaders, the
Operations Manager
ensures that the physical space at LC in which frontline services and programs are provided is appropriately staffed and maintained. As a key leader at LC
, the
Operations Manager
must be
a strong communicator who is able to build relationships with peers across disciplines and who sets the tone for deep collaboration, positivity, and a youth-centered environment. Drawing on their extensive experience, and in collaboration with the Operations Director and other LC leaders, the
Operations Manager
will assist in establishing
and upholding best practices, policies, and procedures
for all areas of program administration. This includes health and safety, communications, budget management, staffing, and facilities usage, among others.Administrative SupportEstablish workflows and standards for general administrative functions, and in collaboration with Operations Director and other LC leaders, oversee proper administration and adaptation of these processesCollaborate with teammates and leadership to assist in developing and implementing databases and file management systems
and ensure that these are aligned with overall LT processes and systemsOversee the maintenance of files, ensuring accuracy and completeness of records, and f
ollowing standardized procedures for permanent records retention and retrievalCollaborate with teammates and leadership to assist with creation and management of annual budgets and proposals, and oversee budget management and expenditures for LC administrative operationsOversee inventory management and ensure that supplies are available when needed within LCEnsure compliance with LTʻs policies and procedures relating to all administrative and support functions.Identify, evaluate and implement improvements to administrative systems and procedures as appropriate and necessary, gathering feedback from colleagues to ensure smooth and efficient operationsManage contractor and vendor relationships in the areas of administration and facilities, and in collaboration with Risk & Compliance Manager
and LC
leaders ,
ensure that all contracts and service agreements meet the Trust’s standards and programmatic needsObserve and evaluate front desk operations, ensuring a welcoming and supportive environment and experience for all participants, visitors, and teammates, including teammates projecting a professional image, engaging in effective telephone and mail communications,
and providing
quality customer service to all participants, visitors, and teammatesCollaborate with LC Program Directors and Department Heads in planning and decision-making for administrative functions and operations that affect all teammatesCoordinate and collaborate with IT Department and Tech Director to ensure that the daily operations of all the system technologies are properly functioning and maintainedProgram FacilitiesDirect and coordinate business functions of LC, including developing and supervising processes for the maximum utilization of workspaces, administrative services, and equipmentIn collaboration with facilities management, oversee space planning and office layout at LCCollaborate with facilities leaders, support teammates and vendors to ensure that operations and maintenance of the LC
(building, grounds, equipment, furnishing, etc.)
are addressedCollaborate with facilities leaders to support the maintenance and alteration of office areas and equipment, as well as layout, arrangement and housekeeping of the LC facilityCollaborate with the Operations Director to negotiate the purchase of office supplies and furniture (after initial installation, and in collaboration with the design team), office equipment, etc., for LC teammates in accordance with company purchasing policies and budgetary restrictionsManage the maintenance of office equipment, including copier, fax machine, and other relevant equipmentOversee the fixed assets inventory management, maintaining bi-annual updates and reporting asset disposals.Collaborate with facilities leaders to assist with oversight of day-to-day security (such as distributing building access keys and back-up to security access cards, etc.)Collaborate with facilities leaders to arrange internal office moves and provide support for office meetingsCollaborate with facilities leaders, Risk & Compliance Manager, and program leaders to ensure that all operations comply with applicable health, building, zoning, and safety licensing and certification requirementsCollaborate with facilities leaders to support the maintenance of
the LC vehicle
fleet, ensuring
safety
through ad hoc and regularly scheduled inspections, repairs, and general maintenanceSpecial Projects:Prepare reports and presentations as requested to share information to executives, trustees, or other partiesCollaborate in the planning and execution of and, on occasion, oversee the coordination of events, activities, and programs taking place at LCOrganizational Support:Assist in the creation and ongoing management of program and operational budgetsEnsure compliance with all relevant regulations, requirements, and reporting obligationsMaintain up-to-date knowledge of current trends in youth services, ensuring that communityinitiatives and programmatic strategies are aligned with current needs and environmentWork collaboratively with other program leaders to ensure appropriate staffing and supervisionof all program spaces and the maintenance of a youth-centered, welcoming environmentProvide ongoing support for all LC teammatesAs appropriate, work collaboratively with program leaders to develop opportunities for youth input and participation in elements of building operationsOther:Effectively communicate with stakeholders, including participants, staff, and external partners, to promote LC, develop and maintain strong community ties, and ensure integration into the larger LT and community ecosystemParticipate in continuing education and training opportunities for professional developmentContribute to LT’s success through collaboration, communication, and knowledge-sharing with all teammates to improve team and organizational resultsContribute to the Trust's success by accepting new assignments, helping team members, learning new skills and collaborating as we strive to attain the Trust’s strategic goalsProvide transportation for organization related business, such as driving staff, and beneficiaries to assigned destinationsEvening and weekend hours required as neededOther duties as assignedQualificationsBachelor’s Degree or equivalent experienceMinimum of 7 years of experience managing an office;Strong management, administrative, organizational, interpersonal, verbal communication, and writing and presentation skills are requiredMust have proven leadership skillsProficiency in Word, Excel and PowerPointExcellent verbal and written communication skillsExperience with and comfort working with a youth population in a community settingTravel RequirementsIn alignment with our organizational competencies of
Alu Like I ka Hana
(Teamwork) and
Ho`omau i ka `imi Na`auao
(Continuous Learning and Improvement), this position will require occasional travel across the island, inter-island, and out-of-state depending on the needs of the team and the organization. While travel may not always be a need, the ability to travel when required remains a crucial aspect of this position in order to successfully contribute to our concerted efforts to carry out our Queen’s legacy.This description reflects management’s assignment of essential functions, it does not proscribe or restrict the tasks that may be assigned. This job description is subject to change at any timeAlignment with Queen’s legacy:
Understanding and appreciation of Queen Lili
ʻ
uokalani’s story, her legacy and the Hawaiian Culture is foundational to staff’s commitment to working with our Hawaiian children, families
,
and communities. Demonstrates respect for and appreciation of Hawaiian values history, and culture, understanding its implication in one’s work, in fostering meaningful relationships, and in embracing the community served.Ho`omau i ka `imi Na`auao (Continuous Learning and Improvement)
: Committed to creating and reinforcing an environment of continuous learning and improvement .Ho`ike i na Mana`o Pono (Effective Communication):
Communicates with those we serve and each other in a consistent manner that results in mutual understanding, harmony, and action.No'ono'o loi (Critical Thinking and Problem Solving):
Actively and skillfully understands, conceptualizes, applies, analyzes, synthesizes, and/or evaluates information and develops and supports fact-based analyses and recommendationsHo'o kumu a'e or `Imi hakuhia (Innovation):
Identifies and integrates creative ideas into new or existing services and promotes effective problem-solving.Pilina Ho`ohana a me ka Hana Hilina`i (Building Relationships and Creating Trust):
Manages relationships to create optimal opportunities and move the organization forward.Alu Like I ka Hana (Teamwork):
Works cooperatively and collaboratively with others throughout the organization in alignment with the organization's objectives.Ho`onui I ka `Ike (Capacity Building):
Encourages personal growth by exhibiting trust and a belief in the capacity of others.Mental and Physical Demands:Ability to walk, stand, sit, kneel, push, stoop, crawl, twist, reach above the shoulder, grasp, pull, bend repeatedly, climb stairs and ladders, identify colors, hear with aid, see, write, count, read, speak, analyze, alphabetize, lift and carry 50 lbs. and over, perceive depth, operate motor equipment. Mentally alert, emotionally stable and physically fit in order to cope with emergencies.Terms and Conditions of EmploymentAs a condition of employment, employee will be subject to LT’s policies and procedures.Job Title:
Operations Manager, Liliʻuokalani CenterReports to:
Director, Operations – Liliʻuokalani CenterFLSA Status:
ExemptAligned Executive:
Chief Program Officer
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Thursday, October 10, 2024Lili’uokalani Center (LC):Informed by a deep understanding of the adolescent experience andgrounded in Hawaiian culture, the new LC will provide Hawaiian youth with opportunities to connect to peers and mentors, receive supportive services, and discover pathways to passion, purpose, and prosperity. LC will be LT’s signature youth development hub for culture, creativity, technology, and play, and will serve as a resource center where youth can connect to vital supports and a vibrant community. LC will be a safe space located in urban Honolulu where youth are inspired to pursue their dreams, including exploring pathways in the arts, sports, technology, and entrepreneurship while receiving wraparound support to help them reach their goals and become thriving adults.A primary function of LC will be to provide a space for young people to play, to learn, to find connection and inspiration, and to experience joy.Currently under construction, LC is set to open in Spring of 2025.Job PurposeThe
Operations Manager
oversees administrative staff for Lili’uokalani Center and is responsible for coordinating
the high-level
efforts of administrative teammates.
Working closely with Facilities and Program leaders, the
Operations Manager
ensures that the physical space at LC in which frontline services and programs are provided is appropriately staffed and maintained. As a key leader at LC
, the
Operations Manager
must be
a strong communicator who is able to build relationships with peers across disciplines and who sets the tone for deep collaboration, positivity, and a youth-centered environment. Drawing on their extensive experience, and in collaboration with the Operations Director and other LC leaders, the
Operations Manager
will assist in establishing
and upholding best practices, policies, and procedures
for all areas of program administration. This includes health and safety, communications, budget management, staffing, and facilities usage, among others.Administrative SupportEstablish workflows and standards for general administrative functions, and in collaboration with Operations Director and other LC leaders, oversee proper administration and adaptation of these processesCollaborate with teammates and leadership to assist in developing and implementing databases and file management systems
and ensure that these are aligned with overall LT processes and systemsOversee the maintenance of files, ensuring accuracy and completeness of records, and f
ollowing standardized procedures for permanent records retention and retrievalCollaborate with teammates and leadership to assist with creation and management of annual budgets and proposals, and oversee budget management and expenditures for LC administrative operationsOversee inventory management and ensure that supplies are available when needed within LCEnsure compliance with LTʻs policies and procedures relating to all administrative and support functions.Identify, evaluate and implement improvements to administrative systems and procedures as appropriate and necessary, gathering feedback from colleagues to ensure smooth and efficient operationsManage contractor and vendor relationships in the areas of administration and facilities, and in collaboration with Risk & Compliance Manager
and LC
leaders ,
ensure that all contracts and service agreements meet the Trust’s standards and programmatic needsObserve and evaluate front desk operations, ensuring a welcoming and supportive environment and experience for all participants, visitors, and teammates, including teammates projecting a professional image, engaging in effective telephone and mail communications,
and providing
quality customer service to all participants, visitors, and teammatesCollaborate with LC Program Directors and Department Heads in planning and decision-making for administrative functions and operations that affect all teammatesCoordinate and collaborate with IT Department and Tech Director to ensure that the daily operations of all the system technologies are properly functioning and maintainedProgram FacilitiesDirect and coordinate business functions of LC, including developing and supervising processes for the maximum utilization of workspaces, administrative services, and equipmentIn collaboration with facilities management, oversee space planning and office layout at LCCollaborate with facilities leaders, support teammates and vendors to ensure that operations and maintenance of the LC
(building, grounds, equipment, furnishing, etc.)
are addressedCollaborate with facilities leaders to support the maintenance and alteration of office areas and equipment, as well as layout, arrangement and housekeeping of the LC facilityCollaborate with the Operations Director to negotiate the purchase of office supplies and furniture (after initial installation, and in collaboration with the design team), office equipment, etc., for LC teammates in accordance with company purchasing policies and budgetary restrictionsManage the maintenance of office equipment, including copier, fax machine, and other relevant equipmentOversee the fixed assets inventory management, maintaining bi-annual updates and reporting asset disposals.Collaborate with facilities leaders to assist with oversight of day-to-day security (such as distributing building access keys and back-up to security access cards, etc.)Collaborate with facilities leaders to arrange internal office moves and provide support for office meetingsCollaborate with facilities leaders, Risk & Compliance Manager, and program leaders to ensure that all operations comply with applicable health, building, zoning, and safety licensing and certification requirementsCollaborate with facilities leaders to support the maintenance of
the LC vehicle
fleet, ensuring
safety
through ad hoc and regularly scheduled inspections, repairs, and general maintenanceSpecial Projects:Prepare reports and presentations as requested to share information to executives, trustees, or other partiesCollaborate in the planning and execution of and, on occasion, oversee the coordination of events, activities, and programs taking place at LCOrganizational Support:Assist in the creation and ongoing management of program and operational budgetsEnsure compliance with all relevant regulations, requirements, and reporting obligationsMaintain up-to-date knowledge of current trends in youth services, ensuring that communityinitiatives and programmatic strategies are aligned with current needs and environmentWork collaboratively with other program leaders to ensure appropriate staffing and supervisionof all program spaces and the maintenance of a youth-centered, welcoming environmentProvide ongoing support for all LC teammatesAs appropriate, work collaboratively with program leaders to develop opportunities for youth input and participation in elements of building operationsOther:Effectively communicate with stakeholders, including participants, staff, and external partners, to promote LC, develop and maintain strong community ties, and ensure integration into the larger LT and community ecosystemParticipate in continuing education and training opportunities for professional developmentContribute to LT’s success through collaboration, communication, and knowledge-sharing with all teammates to improve team and organizational resultsContribute to the Trust's success by accepting new assignments, helping team members, learning new skills and collaborating as we strive to attain the Trust’s strategic goalsProvide transportation for organization related business, such as driving staff, and beneficiaries to assigned destinationsEvening and weekend hours required as neededOther duties as assignedQualificationsBachelor’s Degree or equivalent experienceMinimum of 7 years of experience managing an office;Strong management, administrative, organizational, interpersonal, verbal communication, and writing and presentation skills are requiredMust have proven leadership skillsProficiency in Word, Excel and PowerPointExcellent verbal and written communication skillsExperience with and comfort working with a youth population in a community settingTravel RequirementsIn alignment with our organizational competencies of
Alu Like I ka Hana
(Teamwork) and
Ho`omau i ka `imi Na`auao
(Continuous Learning and Improvement), this position will require occasional travel across the island, inter-island, and out-of-state depending on the needs of the team and the organization. While travel may not always be a need, the ability to travel when required remains a crucial aspect of this position in order to successfully contribute to our concerted efforts to carry out our Queen’s legacy.This description reflects management’s assignment of essential functions, it does not proscribe or restrict the tasks that may be assigned. This job description is subject to change at any timeAlignment with Queen’s legacy:
Understanding and appreciation of Queen Lili
ʻ
uokalani’s story, her legacy and the Hawaiian Culture is foundational to staff’s commitment to working with our Hawaiian children, families
,
and communities. Demonstrates respect for and appreciation of Hawaiian values history, and culture, understanding its implication in one’s work, in fostering meaningful relationships, and in embracing the community served.Ho`omau i ka `imi Na`auao (Continuous Learning and Improvement)
: Committed to creating and reinforcing an environment of continuous learning and improvement .Ho`ike i na Mana`o Pono (Effective Communication):
Communicates with those we serve and each other in a consistent manner that results in mutual understanding, harmony, and action.No'ono'o loi (Critical Thinking and Problem Solving):
Actively and skillfully understands, conceptualizes, applies, analyzes, synthesizes, and/or evaluates information and develops and supports fact-based analyses and recommendationsHo'o kumu a'e or `Imi hakuhia (Innovation):
Identifies and integrates creative ideas into new or existing services and promotes effective problem-solving.Pilina Ho`ohana a me ka Hana Hilina`i (Building Relationships and Creating Trust):
Manages relationships to create optimal opportunities and move the organization forward.Alu Like I ka Hana (Teamwork):
Works cooperatively and collaboratively with others throughout the organization in alignment with the organization's objectives.Ho`onui I ka `Ike (Capacity Building):
Encourages personal growth by exhibiting trust and a belief in the capacity of others.Mental and Physical Demands:Ability to walk, stand, sit, kneel, push, stoop, crawl, twist, reach above the shoulder, grasp, pull, bend repeatedly, climb stairs and ladders, identify colors, hear with aid, see, write, count, read, speak, analyze, alphabetize, lift and carry 50 lbs. and over, perceive depth, operate motor equipment. Mentally alert, emotionally stable and physically fit in order to cope with emergencies.Terms and Conditions of EmploymentAs a condition of employment, employee will be subject to LT’s policies and procedures.Job Title:
Operations Manager, Liliʻuokalani CenterReports to:
Director, Operations – Liliʻuokalani CenterFLSA Status:
ExemptAligned Executive:
Chief Program Officer
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