OFFICE SERVICES MANAGER jobs in Hawaii

$81,096 to $99,600 per year. Starting salary may be between the minimum and maximum salary range provided, based on qualifications.

The Beneficiary Services Manager (“BSM”) is responsible for managing the day-to-day activities of the Beneficiary Services Program (the “Program”). Management includes knowing, understanding, applying, analyzing, evaluating and creating processes that collect, process, disseminate and manage information exchanges to enable beneficiary services and resourcing. The BSM manages and oversees the Program and Beneficiary Services Agents (“BSA”) that manage OHA functions operating out of and the OHA worksites and provide direct beneficiary services as programmed by OHA and/or assists beneficiaries in navigating through available community based services and resources. Beneficiary and community concerns and resolutions escalate to the Director, Communications Division and the Chief Executive Officer (“CEO”).

ESSENTIAL FUNCTIONS & RESPONSIBILITIES

1. Strategic

a. Ensures that Program activities are aligned with strategic initiatives, strategic priorities, and directives of the Director, Communications Division and the CEO.

2. Operations

a. Oversees the receipt, collection, validation, and processing of beneficiary collected information into established data system(s), determines eligibility (based on program parameters) and preliminarily recommends beneficiary aid award for OHA established direct service program(s).

b. Oversees the Hawaiian Registry program activities at the respective work sites, including collection of documents, data verification and management of beneficiary data and related communication and interfaces with the beneficiary and Hawaiian Registry database.

c. Oversees research activities in providing genealogical, land and ancestry related beneficiary services, including oversight of the development and delivery of internal and external capacity building program and activities for genealogy, land and ancestry knowledge, skills and processes. Oversees and supports access to and utilization of genealogical, land and ancestry related technology resources, such as those housed currently in Hale Noelo.

d. Oversees the coordination, monitoring and participation in community-based beneficiary activities, including grantee monitoring activities and OHA sponsored events and activities.

e. Oversees the intake and referral processes including distribution of information to internal and external stakeholders, and notifying appropriate OHA personnel of intake priority and escalations as needed.

f. Oversees the establishment and maintenance of community and other networks for disseminating information and encourages support and participation in community coalition building and advocacy in collaboration with other OHA operating units.

g. Supports the building, strengthening, collaboration and participation in community network (e.g., professional associations, Hawaiian serving agencies and organizations, community associations) to promote and strengthen beneficiary and community coalition building and advocacy.

h. Establishes process that collects pro-offered beneficiary and community provided data and escalates internally to further analyze and provide preliminarily reviews and evaluates and analyze recommendations on recommendations.

3. Communications

a. Attends Board of Trustees meetings, community meetings, county and/or state meetings as well as other meetings as directed, providing post meeting insight and recommendations as needed.

b. Shares beneficiary and community organization activities (e.g., on e-mail lists, newsletter, annual reports) through established processes.

c. Attends and represents OHA at external meetings in collaboration with other OHA staff members as needed and as directed.

d. Communicates with the Director, Communications Division and/or the CEO on matters of planning or policy-making as related to OHA beneficiary impacts.

4. Work Site Management – Neighbor Island

a. Supervises the consistent management of the OHA work sites, including operating hours, scheduling and availability of the work site for OHA business (e.g., office hours, public and beneficiary access and use, community meetings, Board or Committee meetings, on-island Trustee support).

b. Supervises the consistent maintenance of inventory of all work site materials, supplies and equipment.

c. Supervises the work site functions for all OHA business related needs, including working with OHA facilities, operations, information technology, human resources, commercial property functions.

d. Coordinates the OHA business needs of on-Island Trustee, visiting Trustees and/or Administration staff as needed.

5. Management

a. Makes hiring and other personnel recommendations to the CEO. Ensures that the Program is staffed with skilled, knowledgeable and experienced individuals, who are knowledgeable about all relevant laws, policies and regulations, and understand their history and impact.

b. Works with OHA’s Human Resources Department to ensure professional development and staff training for Division personnel.

c. Ensures that employees within Division share information and insights, use collaboration as needed to explore issues and/or solve problems, and demonstrate shared responsibility for program performance. Takes whatever actions are required to positively replace behaviors and/or persons when necessary.

d. Ensures integration of Strategic Plan elements and performance measures into Division management, employee, and contractor performance reviews and improvement plans.

e. Performs supervisory tasks, such as leave time approvals, performance reviews, coaching, training, and related employment decisions for the Program. Disseminates needed information to staff in a timely manner.

f. Ensures without exception the proper handling and maintenance of confidential, sensitive and/or proprietary information.

6. Performs job duties in accordance with OHA’s policies and procedures. Considers OHA’s mission and core values when making decisions.

7. Fully support in action, language, behavior and performance the priorities, decisions, and directives of the Director, Communications Division, and/or the Chief Executive Officer (CEO).

8. Regular attendance on a daily basis is required for this position.

OTHER DUTIES / RESPONSIBILITIES

1. Performs other duties and responsibilities as assigned by the Director, Communications Division and/or CEO.

2. Must be able to travel and have a valid driver license.

MINIMUM QUALIFICATIONS

Education, Training and/or Experience

1. Graduation from an accredited college or university.

2. Seven (7) years progressively responsible work experience in a community organization which involved the gathering and disseminating of information and related materials on a wide variety of social, cultural, historical and other similar topics ; and working with individuals (e.g., clients, constituents, beneficiaries, customers) Ten (10) years of related experience is preferred.

3. Five (5) years of experience with working with established data system(s), including data entry, document and data validation, running reports, making needed correction, applying programmatic criteria, making preliminary program decisions, executing in system tasks, etc.

4. Three (3) years of responsible experience in management and supervising others.

Knowledge, Skills and Abilities

How To Apply

resume and cover letter to:

OFFICE OF HAWAIIAN AFFAIRS
560 N. Nimitz Highway, Suite 200
Honolulu, Hawai‘i 96817
Attention: Human Resources

Office of Hawaiian Affairs (OHA) employees must be permanent Hawaii residents. Out-of-state applicants who are offered employment with OHA will need to relocate to Hawaii and establish permanent residency.

Or via email: careers@oha.org

An Equal Opportunity Employer