Senior Manager, Administrative and Operations

Job Posting Title

Senior Manager, Administrative and Operations

Employee Type

Regular

Recruiting Start Date

11-12-2024

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 is hiring for a Senior Manager, Administrative and Operations within the KSʻ ‘Āina Pauahi Group.

Job Summary

Manages a diverse set of administrative and operational functions and supports for the Group. Responsible for tracking, reporting and ensuring achievement of key initiatives and projects identified for the Group. Assist with overall fiscal/budget and human resource processes to ensure accuracy and alignment with strategic plans and goals of the organization.  Responsible for coordination and management of offices and equipment, procurement, travel and other general day-to-day supports and customer service.

Essential Responsibilities

Financial Analysis/Budget Administration

• Lead the annual and supplemental compilation and development of the Group ‘s budget for executive review and evaluation.
• Set the Group’s budget development calendar in coordination with Finance and FDSD, and processes and provides direction and guidance to Group leaders for budget development.
• Lead admin team in assisting Divisional units with budget preparation.
• Manage ongoing forecasting and regular variance reporting and justification. Consolidate budget discrepancies and recommend resolution.

Performance Management

• Coordinate annual performance management process with leadership, including drafting annual template and instructions, communication, and tracking.
• Assist as needed in coordination with HR.

Compliance and Reporting

• Ensure the Group meets reporting, compliance, and internal audit requirements and deadlines.
• Understand Group business needs to monitor policy changes, procedures and delegations of authority in order to identify and implement solutions.
• Provide guidance to staff in understanding changes in policies and procedures and researching compliance issues.

Executive and Divisional Support

• Lead cross functional teams on projects and initiatives in support of the organization ‘s goals and objectives for the Group, including process and operational improvements.
• Perform complex operational, administrative and fiscal support to the Group leaders.
• Serves as a trusted advisor and thought partner to the Group leaders on matters within and outside the division that create risk or opportunity.
• Keeps the Group leaders apprised of initiative progress and supports effective progress according to plan objectives and established milestones and measurement criteria.
• Coordinates system-wide initiatives and designated projects assigned to leadership teams and provides the necessary support and resources to ensure that division is responsive to those requests in a reasonable and timely manner.
• Assures alignment of strategic goals with those of Kamehameha Schools; works with Group leaders to ensure division goals are in alignment with KS strategic and tactical plans.
• Manage relationships and liaise with other teams and individuals as needed to execute other essential responsibilities as listed.
• Support Group leaders and assigned HR representative in personnel related matters involving onboarding, hiring/recruitment, performance, training and staff development.
• Maintain updated position descriptions, salary information and organizational charts for the Group.
• Coordinate Group meetings.
• May support Group leaders in managing and allocating work across the Group or with other Groups.

Operations and Customer Service

• Manages designated team members to achieve expected deliverables in accordance with best practices and annual priorities, and leads regular reviews of operational effectiveness.
• Provides leadership, guidance, training and coaching for direct reports located across multiple regions.
• Manage oversight and maintenance of assigned facilities/ʻāina and asset inventory.
• Key leader in ensuring we provide exce