Operations Manager

Employer
Daughters of Hawaii
Location
Honolulu, Hawaii
Posted
Jan 10, 2017
Closes
Feb 07, 2017
Ref
www.daughtersofhawaii.org
Position Type
Full Time
Degree Level
Bachelors
Willingness to Travel
up to 25%
Experience Level
Management

Background

The Daughters of Hawai‘i was founded in 1903 by seven women who were daughters of American Protestant missionaries. They were born in Hawai‘i, were citizens of the Hawaiian Kingdom before annexation, and foresaw the inevitable loss of much of the Hawaiian culture. They founded the organization “to perpetuate the memory and spirit of old Hawai‘i and of historic facts, and to preserve the nomenclature and correct pronunciation of the Hawaiian language.”

Reports to

Board of Directors, Daughters of Hawaii

Position Summary

The Operations Manager works closely with the Board of Directors and is responsible for the overall management and operation of the Daughters of Hawaii (DOH) organization and assists in the protection of the organization’s financial assets, human resources, compliance with Board directives and applicable grantors, federal and state requirements and meeting the Daughters of Hawai’i mission.  This position requires frequent travel to the neighbor islands to conduct business on a weekly basis.

Leadership

  • Works closely with the Board of Directors to develop current and long-term organizational goals and objectives and establishes tactical plans in support of the long term strategies. 
  • Provides thought leadership, technical expertise and consulting support to members of the Board of Directors and key leaders within the DOH organization.
  • Leads the DOH organization to identify best practices to guide standardization and generate efficient operations.   Develops effective policies and procedures to support and align with a safe and inspiring work environment. 

Management

Human Resources

  • Manages a full-service Human Resources function which include Recruitment, Compensation, Benefits, Employee Relations, Talent Management and ensures that all systems, processes and procedures are compliant with applicable state, federal and non-for-profit industry requirements. 
  • Develops a candidate and employee experience that is influenced by a smooth and compliant on/off-boarding program to include new hire orientation, review of Employee Handbook, employee benefits enrollment and other key employee information. 
  • Establishes an effective employee communication process that includes providing regular and on-going performance feedback to direct and in-direct staff as appropriate, utilizes a variety of communications vehicles and ensures timeliness as well as two-way communication methods. 

Administrative

  • Develops and updates an annual calendar that consolidates scheduled and unplanned meetings, key community events that require Board of Directors’ presence as well as on-going events scheduled at both museums.    Ensures required documents and information for use at Board and Committee meetings are prepared in a timely manner.
  • Manages the day-to-day operations of the DOH to include reviewing and evaluating the results of program activities, ensuring contractual obligations are fulfilled, allocating resources for greater program effectiveness and efficiencies, creating organizational and administrative policies and program objectives for Board review. 
  • Establishes a process for events management that leverages DOH facilities to generate revenue at both museum locations.  Responds to queries regarding venue hire, secure appropriate bookings, ensure contracts, fees and other required documents are received.  Manages venue hire events to ensure security of people and buildings; arranges for extra staff to cover where required.
  • Liaise with service providers and museum caretakers as appropriate to address any maintenance issues; review and update the Emergency Plan, testing of fire alarm systems and the identification of hazards to ensure DOH complies with health and safety standards.

Fiscal

  • Responsible for the financial health of the DOH organization and makes recommendations to the Regent regarding the financial strategy which best provides both stability and growth for DOH’s assets.  Presents regular updates to the Regent and Board of Directors regarding present and future financial condition.
  • Works closely with the Finance Committee chair and external bookkeeper in the review of financial statements; makes recommendations for modifying expenses as appropriate.  Reviews monthly income/expense worksheets from museum Office Managers and ensures information is appropriately consolidated with DOH financial statements.
  • Oversees payroll generation and ensures appropriate payroll taxes, statements and other regulatory filings are completed in a timely manner.

Marketing and Public Relations

  • Actively seeks out opportunities to create public relations and marketing of the DOH organization.  In partnership with the chair of the Fundraising  Committee, develops both a fundraising strategy and annual target for presentation to Board of Directors.  Provides training and guidance to Board members regarding coordinated fundraising efforts that align with strategy and annual target.
  • Creates and distributes press releases, attends networking events, and works closely with the Events chair and Museum Shop Managers to establish a marketing/social media strategy.
  • Energetically networks with other non-profit organizations at the local and national level, historic preservations groups and museum-professional and museum-focused organizations as well as travel industry organization to explore partnership opportunities.  Researches and identifies opportunities that generate income streams that align with DOH’s fiscal and fundraising strategies and annual target.
  • Manages grants and contracts that reflect the needs of DOH; monitors progress of agreements and maintains agreement documentation to ensure fulfillment of terms. 

Required Education and Experience

  • An undergraduate degree in a subject relevant to the role (e.g. history, museum studies, business) or closely related field.
  • Three to five years of related work experience working in a museum or heritage sites.
  • Previous supervisory experience.

Required Knowledge and Skills

  • Strong organizational, administrative, and financial management skills; comfortable in a hands-on role; and willing to do the essential tasks required to meet the mission and goals of the Daughters of Hawaii.
  • Excellent interpersonal skills, a collaborative management style, excellent people manager, open to direction, strategic thinking and problem-solving skills.
  • Effective oral and written communication and conflict resolution skills; ability to make informed decisions under pressure and prioritize key tasks.
  • Ability to lead and motivate teams, both on and off-site.
  • A proactive and flexible approach, with attention to detail and the ability to manage multiple, often competing priorities
  • Ability to travel to both museum locations, attend conferences, meetings, trainings and other events as required, acquiring and maintaining proficiency in fulfilling the responsibilities of the position.

Desirable education, experience, knowledge and skills

  • A broadly informed leader with a high level of intellectual curiosity; capacity to encourage others to explore new terrain, engage and bring together others to dialogue and bring forth new and different ideas, goals and plan of action.
  • Five years of related work experience working in a museum or heritage sites.
  • Previous experience managing programs and events

Working Conditions

  • This position requires weekly travel to various locations, including neighbor islands to conduct business
  • Work is conducted in an office environment and may require work to be conducted in non-standard workplaces. 
  • Work is typically conducted Monday through Friday at normal business hours but evening and weekend hours may be required to meet operational goals and objectives.
  • Frequently sits, perform desk-based computer tasks and grasp light or fine manipulation, talk or hear.
  • Specific vision abilities required include close vision, peripheral vision and ability to adjust focus. 
  • Occasionally stand and/or walk, write by hand, and lift and/or carry, push and/or pull objects that weigh up to 10 pounds.
  • Rarely twist, bend, stoop, squat, kneel, crawl, climb, reach or work above shoulder, or grasp forcefully.

Additional Information

  • The successful candidate will be required to pass a third-party background check and drug screen.
  • We are unable to provide relocation assistance.  Applicants from Hawaii (especially, Oahu) are encouraged.
  • With your resume, please also include a cover letter and three (3) professional references (include names, phone #s, and email addresses).