Office Assistant (Non-Profit), FT/PT

Organizational overview: Our mission is to enrich lives, broaden perspectives, and strengthen communities through the public humanities. We are an independent nonprofit affiliate of the National Endowment for the Humanities. We run a statewide youth history program, poet laureate program, civic conversation programs for the correctional facilities and the public, public humanities grantmaking and networking opportunities, and partner on other initiatives that nourish culture, history, literature, deep and compassionate thinking, and intergenerational or otherwise diverse spaces.

Description: Under the direct supervision of the Deputy Director, this non-exempt position provides administrative and event support for fundamental HCH work. Days and hours of work are in-office Monday through Friday, 8:30am - 4:30pm, with some occasional event support on evenings and weekends primarily on O‘ahu, sometimes on the Neighbor Islands. Full-time and part-time positions are available.

Main kuleana for job:

40% - Office Management and Facilities

● Takes the lead on organizing and maintaining office space.

● Manages inventory and office supplies, including furniture and equipment. Assists in the annual budgeting process for general office expenses.

● Manages facilities and equipment leases and works with vendors to resolve problems and disputes.

● Supports office through basic filing, processing subaward applications and reports, tracking, collecting and filing cost share forms, keeping office calendar updated, and adding information to our databases. Follows HCH Record and Retention Policy.

● Initial point of contact for computer or network systems problems; serves as staff liaison with computer and database consultants when required.

40% - Finance and Grant Management

● Supports external accountants in administration of basic bookkeeping responsibilities such as processing invoices, reimbursements, checks, deposits, and coding expenses.

● Serves as liaison with business bank and credit account(s) institutions.

● Assists in monitoring procurement process for consultants and major purchases in accordance with HCH Financial Policy guidelines. Helps to research bids and proposals when requested.

●. Works with Program Directors and reviews all vendor and consultant contracts prior to signing by senior management.

Grant Management

● Assists in managing a system and process for tracking Federal, State, and local grants awarded to HIHumanities, tracking grant deliverables and deadlines, and communicating with program and management staff.

● Updates HCH financial policies and processes to stay in compliance with NEH grant condition terms.

10% - Benefits/Human Resources, Policy and Record keeping

● Assists Deputy Director in administration of personnel policies and procedures, record keeping for personnel, and coordination of staff recognition, team-building, and other events.

● Assists with contact with benefits and insurance carriers, troubleshooting problems, conducting annual review of benefits package, requesting alternate proposals when necessary.

● Assists management in revising internal HCH policies as needed.

● Takes internal organization meeting minutes at Board and Board Committee meetings as needed.

10% - Travel and Event Support

● Coordinates travel for Board, staff, and program participants as needed.

● Processes travel per diem and reimbursement requests as needed and processes monthly mileage reimbursements.

● Works with the Executive Director to plan and coordinate Board meetings.

● Assists with other in-person or online events as needed.

Desired skills / experience:

● Effective organizational skills and attentiveness to detail to enable efficient and effective multi-tasking

● Ability to work well under pressure in a deadline driven environment with accuracy and efficiency.

● Flexibility to adapt to changing priorities and responsibilities.

● High accuracy in tasks like collecting/filing forms, coding, and event organizing.

● Ability to work independently and proactively address issues.

● Experience assisting in policy creation and ensuring adherence to office procedures.

● Excellent written and oral communication skills including superior grammar, spelling, and punctuation.

● Proven ability to build and maintain relationships with internal teams and external stakeholders.

● Ability to communicate effectively when requesting or creating reports, and providing reminders.

● Proficiency in computer skills: Google Suite, Microsoft Suite, internet, database management systems, and travel/expense systems.

● Familiarity with bookkeeping and general accounting practices and software

● Ability to generate and manage reports, maintaining high levels of detail and accuracy.

● Ability to exercise discretion and handle confidential information appropriately.

● Demonstrated ability to ensure data privacy and maintain high standards for sensitive office matters.

● Consistently seeks to improve processes and implement better organizational systems.

Other Details:

Proposed Start Date: Dec 2, 2024

Reports to: Deputy Director

1.0 FTE, Non-exempt

Hourly range: $26–$29 an hour

Fringe Benefits: HIHumanities offers paid vacation, sick leave, and holidays, health and dental insurance, 403(b) retirement plan, long-term disability and life-insurance plan.

Travel/location: Applicants must be available for office work in Honolulu, O‘ahu, some evening and weekend work, some overnight travel, travel throughout our islands.

Must be able to lift and/or move up to 25 lbs.

Full COVID-19 vaccination required.

To apply, please submit a resume (with three references) and cover letter to https://www.hrsymphony.com/hrs/careers/hihumanities.

In your cover letter, please address the following:

● Why you are interested in working with Hawai‘i Council for the Humanities

● How your experience and skills meet the qualifications for the position

Application Deadline: Oct 21, 2024, or until position has been filled.

Hawaiʻi Council for the Humanities is an Equal Opportunity Employer. Please learn more about us at hihumanities.org. Please direct questions about this job to Rob Chang.