Job Description
Job Title: Office Manager
Reports to: Director of Finance & Operations
Status: Non-Exempt
Location: Oahu, Hawaii
Special Note: Internal policies allow for flexible scheduling, including remote working; however, the position will be preferred to work in the Honolulu office.
Application Form: https://form.jotform.com/Foronda/officemanager
Deadline for Applications: Position is open until filled
Position Summary:
Hawai‘i Public Health Institute (HIPHI) is seeking an office manager to coordinate and oversee HIPHI’s administrative functions. This position is responsible for performing general administrative tasks, bookkeeping, and providing direct support to HIPHI staff to ensure the office operates efficiently and smoothly.
About HIPHI:
HIPHI is a nonprofit hub for health, bringing community-based organizations, government, academia, foundations, and business together to improve the quality of life for the people of Hawai‘i. HIPHI’s mission is to advance the health and wellness of the people and islands of Hawai‘i by:
- Expanding understanding of what creates health of people and place, embracing upstream social, cultural, and environmental factors;
- Fostering partnerships among public health, health care, and other diverse sectors to improve health and wellness; and
- Cultivating programs including education, advocacy, research, capacity building, and training— to improve policies, systems, and the environments where people live, learn, work, age, and play.
HIPHI has experienced significant growth over the last several years; the organization previously had an operating budget of approximately $5 million. In 2023, HIPHI is estimated to have a budget of at least $10 million. The organization’s staffing is also expected to increase from approximately 38 FTE to 50 FTE.
Primary Responsibilities:
Administrative Duties/Clerical Support
- Provide general administrative support to HIPHI staff, which includes answering telephone calls, monitoring HIPHI’s general/programmatic email account(s), assisting visitors, and coordinating deliveries.
- Support programs with event and vendor coordination and travel logistics, which includes working with leads on event logistics (i.e., venue arrangements, flight bookings, ground transportation, mass mailing, etc.) and other tasks as assigned.
- Perform general clerical duties including, but not limited to, copying, faxing, mailing, scanning, filing, and shredding.
- Prepare HIPHI letters, documents, and additional written correspondence as necessary.
- Assist with scheduling appointments and meetings as requested.
- Maintain cleanliness of common office areas.
Office Operations
- Monitor and maintain office supplies for all HIPHI offices, which includes determining supply needs, placing supply orders, and monitoring the supply budget. Assist with coordinating office supply purchases for neighbor island staff.
- Oversee the provision and maintenance of office equipment, services, and general office infrastructure including, but not limited to, internet, phone system, and printer. Communicate and coordinate with vendors to ensure office operations are maintained.
- Oversee HIPHI’s IT (information technology) infrastructure and assist with troubleshooting IT issues; coordinate with HIPHI’s IT contractor as needed.
- Maintain HIPHI’s inventory log and account login credentials.
- Coordinate HIPHI staff meetings and assist with meeting and travel logistics.
- Coordinate travel including, but not limited to, booking flights, transportation, and accommodations for all staff and community members.
- Work with the Operations team on review and maintenance of HIPHI’s Operations Manual and make updates as needed.
- Assist with onboarding and offboarding employees.
Bookkeeping
- Assist in all aspects of accounts payable, including entering payables into HIPHI’s accounting system and processing checks.
- Complete deposits of all checks and cash.
- Manage invoices in accordance with HIPHI’s internal policies and procedures, including but not limited to, processing invoices and reimbursements and maintaining necessary copies/records.
- Assist with the annual audit.
Other Responsibilities
- Assist staff with allowable credit card purchases.
- Complete monthly reconciliation of HIPHI’s credit card.
- Coordinate with HIPHI staff and HIPHI’s leadership team to meet organizational goals and objectives.
- Perform other duties as assigned.
Minimum Qualifications:
- Associates degree in Business Administration, Accounting, Finance, or related field with two (2) years of related professional experience OR high school diploma/GED with five (5) years of related professional experience.
- Proven administrative or office management experience.
- Event planning experience (i.e. venue arrangements, registrations, booking travel such as flights, ground transportation, hotels, and assists with budgets and evaluations, etc.).
- Proficiency in Google Suite, and Microsoft Office, specifically Excel and Word.
- Experience in managing/recording financial transactions.
Desired Skills and Abilities:
- A strong commitment to health equity and justice.
- Attention to detail and problem-solving skills.
- Ability to think proactively, anticipate organizational needs, and function independently.
- Excellent time management skills; ability to multitask and prioritize work to meet time-sensitive deadlines.
- Strong interpersonal skills and experience working with individuals from diverse backgrounds.
- Willingness to learn and grow professionally. Ability to learn new subjects quickly.
- Strong organizational and planning skills.
- Excellent written and oral communication skills
- General knowledge including the use ofApple products, Zoom, Docusign, Adobe Acrobat, Quickbooks, and GAAP.
Salary Range: $40,000.00 to $52,000.00 annually
Benefits at HIPHI include:
- A hybrid working environment is an option with prior discussion and approval by management.
- A collaborative work culture with flexible scheduling and promotes work-life balance.
- Laptop, virtual phone line, and other work-from-home supplies.
- 20 days of paid time off, 11 HIPHI-observed holidays, and 5 floating holidays per year.
- Medical and dental insurance (100% of premium covered for the employee; 50% coverage for spouse/family).
- Flexible spending accounts for medical, dependent care, and other eligible expenses.
- Cell phone and internet stipend.
- Opportunities to attend conferences and other professional development opportunities.
- 401K retirement plan with an employer contribution (contribution starting after 1 year of employment).
- A qualifying employer for the Public Service Loan Forgiveness (PSLF) Program, which forgives the balance of federal student loans for individuals working in public service.
HIPHI outsources HR functions to Altres Staffing, which has a number of additional benefits that would begin upon hire.
COVID-19 Vaccination Requirement
Employees of Hawai‘i Public Health Institute are required to be fully vaccinated against COVID-19 unless a medical or religious exemption is approved. Being fully vaccinated means that an individual is at least two weeks past their final dose of an authorized COVID-19 vaccine regimen. As a condition of employment, newly hired employees will be required to provide proof of their COVID-19 vaccination.
Application Form:https://form.jotform.com/Foronda/officemanager
Deadline for Applications: Position is open until filled
Questions: Questions can be directed to Uyanga Batzogs at uyanga @hiphi.org or call (808) 591-6508 ext. 04.
HIPHI is an Equal Opportunity Employer
Job Type: Full-time
Pay: $40,000.00 - $52,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible schedule
- Health insurance
- Life insurance
- Paid time off
- Professional development assistance
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
COVID-19 considerations:
All employees are required as an internal policy to be fully vaccinated and boosted against COVID-19.
Ability to commute/relocate:
- Honolulu, HI 96813: Reliably commute or planning to relocate before starting work (Required)
Experience:
- managing/recording financial transactions: 1 year (Required)
Work Location: In person