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 require some time in the Main Honolulu office.

Application Form: Please submit a cover letter, resume and list of 3 professional references using this URL: https://form.jotform.com/Foronda/officemanager. If selected, a full interview process will be conducted.

Deadline for Applications: Position open until filled.

Position Summary:

Hawai‘i Public Health Institute (HIPHI) is seeking an Office Manager with administrative, clerical, and some bookkeeping functions. Performs administrative and office duties such as but not limited to maintenance of office equipment, ordering office supplies, maintaining the office calendar, property management services, event logistics and set up, handling of checks and check deposits, handling mail, and other support duties of HIPHI’s finance and operations team. This person must be a team player and able to work in a fast-paced environment.

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 2022, HIPHI is estimated to have a budget of at least $10 million. The organization’s staffing is also expected to increase from approximately 35 FTE to 45 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

● Manage all aspects of accounts payable, including entering payables into HIPHI’s accounting system and processing checks.

● Complete deposits of all checks and cash.

● Assist the Finance and Accounting Manager with maintaining the general ledger.

● Assist with the initial preparation of accounts receivable invoices including, but not limited to, gathering and preparing all documentation.

● Complete income and expense reports on a weekly basis and as requested.

● 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:

● Bachelor’s degree in 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.

● Comfort with Apple products.

● Technical skills including use of Google suite (drive, docs, sheets, slides, forms, calendar, etc.).

● General knowledge of: Microsoft Excel, Quickbooks, Adobe Acrobat, Zoom, and DocuSign.

● Experience in managing/recording financial transactions.

Desired Skills and Abilities:

● 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.

● Attention to detail and problem-solving skills.

● Strong interpersonal skills and experience working with individuals from diverse backgrounds.

● Ability to learn new subjects quickly.

● Strong organizational and planning skills.

● Excellent written and oral communication skills

Salary Range: $40,000.00 to $52,000.00 annually

Application Form: https://form.jotform.com/Foronda/Adminassistant

Questions: Questions can be directed to Lia Pasco at lia @ hiphi.org or call (808) 591-6508.

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: One location

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