Operations Specialist Job Listing at Kamehameha Schools in Keaau, Hawaii (Job ID JR-06130)

Description

Job Posting Title

Operations Specialist

Employee Type

Regular

Recruiting Start Date

08-08-2025

Job Exempt?

Yes

Recruiting End Date

Open Until Filled

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, Kea'au Campus is currently looking for an Operations Specialist to support our busy Operations team. The Operations team keeps the campus humming. They include Security, Grounds, Custodial & more. This position will be responsible for the coordination between the different Operations divisions and interfacing with campus. They will also be responsible for maintaining our work order tracking system.

Our ideal candidate will have prior administrative & coordination experience, a strong MS Office background and the ability to learn new systems quickly. Basic procurement understanding is also a plus! (purchase orders, vendor relations, etc.)

Job Summary

Lead operational functions involved in complex, multidimensional processes for both sustained efforts and ad-hoc projects across the division. Support an array of fiscal functions, including procurement, reconciliation of payments, and reporting. Provide project management relative to project team communications, coordination, pacing of work to meet deadlines, and reporting. Address customer service related inquiries, including responding via telephone and online communications.

Essential Responsibilities

Project Management

• 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.

Community Resource 

• 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.

Fiscal Duties 

• 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.

Operations Support

• 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.

Other Duties

• 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.

Position Requirements

Minimum Qualifications - A combination of education and experience may be substituted for the requirements listed.

• 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.

Physical Requirements

• Frequently sits, performs desk-based computer tasks and grasps light or fine manipulation, talk or hear.

• Occasionally stand and/or walk, write by hand, and lift and/or carry, push and/or pull objects that weigh up to 10 pounds.

• Rarely twist, bend, stoop, squat, kneel, crawl, climb, reach or work above shoulder, or grasp forcefully.

 

Working Conditions

• Work is conducted in an office environment and may require work to be conducted in non-standard workplaces.

• Work is typically conducted Monday through Friday at normal business hours, but evening and weekend hours are often required to meet goals and objectives.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by incumbents assigned to this job. This is not intended to be an exhaustive list of all the responsibilities, duties and skills required. The incumbent may be expected to perform other duties as assigned.

For internal use only: #LI-CAR

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities.  Please contact us at hr@ksbe.edu or 808-534-8040 if you require a reasonable accommodation to apply for a job or to perform your job.  Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

KS does not accept unauthorized solicitations of candidate referrals from third-party vendors (i.e. Staffing Agencies, Executive Recruitment Firms).  Any third-party vendor who has interest in supporting KS's recruiting efforts must be authorized by Human Resources prior to the vendor's candidate applying with KS.  

Work Year

12

Pay Range

59,900.00 - 82,100.00 Annual

Compensation and Benefits

Based on the compensation range provided below, salaries are commensurate with job-related experience, skills and competencies, education, internal equity, length of work year, and other organizational needs.

At Kamehameha Schools (KS), we recognize that compensation is just one facet of a fulfilling employment experience. Our commitment lies in fostering a positive work environment and equipping employees with the necessary resources to excel every day. Our Total Rewards Program embodies KS's dedication to the physical, mental, and financial well-being of our employee ʻohana. Explore our comprehensive Benefits Summary for more information.

Primary Location

Hawaii Campus

City, State

Keaau, Hawaii

Additional Locations

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