Manager, Operations - Liliuokalani Center

Manager, Operations - Liliuokalani Center

Thursday, October 10, 2024

Lili’uokalani Center (LC):

Informed by a deep understanding of the adolescent experience and grounded 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 Purpose

The 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 Support

• Establish workflows and standards for general administrative functions, and in collaboration with Operations Director and other LC leaders, oversee proper administration and adaptation of these processes.
• Collaborate 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 systems.
• Oversee the maintenance of files, ensuring accuracy and completeness of records, and following standardized procedures for permanent records retention and retrieval.
• Collaborate with teammates and leadership to assist with creation and management of annual budgets and proposals, and oversee budget management and expenditures for LC administrative operations.
• Oversee inventory management and ensure that supplies are available when needed within LC.
• Ensure 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 operations.
• Manage 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 needs.
• Observe 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 teammates.
• Collaborate with LC Program Directors and Department Heads in planning and decision-making for administrative functions and operations that affect all teammates.
• Coordinate and collaborate with IT Department and Tech Director to ensure that the daily operations of all the system technologies are properly functioning and maintained.

Program Facilities

• Direct and coordinate business functions of LC, including developing and supervising processes for the maximum utilization of workspaces, administrative services, and equipment.
• In collaboration with facilities management, oversee space planning and office layout at LC.
• Collaborate with facilities leaders, support teammates and vendors to ensure that operations and maintenance of the LC (building, grounds, equipment, furnishing, etc.) are addressed.
• Collaborate with facilities leaders to support the maintenance and alteration of office areas and equipment, as well as layout, arrangement and housekeeping of the LC facility.
• Collaborate 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 restrictions.
• Manage the maintenance of office equipment, including copier, fax machine, and other relevant equipment.
• Oversee 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 meetings.
• Collaborate 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 requirements.
• Collaborate with facilities leaders to support the maintenance of the LC vehicle fleet, ensuring safety through ad hoc and regularly scheduled inspections, repairs, and general maintenance.

Special Projects:

• Prepare reports and presentations as requested to share information to executives, trustees, or other parties.
• Collaborate in the planning and execution of and, on occasion, oversee the coordination of events, activities, and programs taking place at LC.

Organizational Support:

• Assist in the creation and ongoing management of program and operational budgets.
• Ensure compliance with all relevant regulations, requirements, and reporting obligations.
• Maintain up-to-date knowledge of current trends in youth services, ensuring that community initiatives and programmatic strategies are aligned with current needs and environment.
• Work collaboratively with other program leaders to ensure appropriate staffing and supervision of all program spaces and the maintenance of a youth-centered, welcoming environment.
• Provide ongoing support for all LC teammates.
• As appropriate, work collaboratively with program leaders to develop opportunities for youth input and participation in elements of building operations.

Other:

• 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 ecosystem.
• Participate in continuing education and training opportunities for professional development.
• Contribute to LT’s success through collaboration, communication, and knowledge-sharing with all teammates to improve team and organizational results.
• Contribute 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 goals.
• Provide transportation for organization related business, such as driving staff, and beneficiaries to assigned destinations.
• Evening and weekend hours required as needed.
• Other duties as assigned.

Qualifications

• Bachelor’s Degree or equivalent experience.
• Minimum of 7 years of experience managing an office.
• Strong management, administrative, organizational, interpersonal, verbal communication, and writing and presentation skills are required.
• Must have proven leadership skills.
• Proficiency in Word, Excel and PowerPoint.
• Excellent verbal and written communication skills.
• Experience with and comfort working with a youth population in a community setting.

Travel Requirements

In 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 time.

• Alignment with Queen’s legacy: Understanding and appreciation of Queen Liliʻuokalani’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 recommendations.
• Ho'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 Employment:

As a condition of employment, employee will be subject to LT’s policies and procedures.

Job Title: Operations Manager, Liliʻuokalani Center

Reports to: Director, Operations – Liliʻuokalani Center

FLSA Status: Exempt

Aligned Executive: Chief Program Officer