OHA: Office of Hawaiian Affairs

Employment Opportunities

Employment Benefits

The Office of Hawaiian Affairs is an equal opportunity employer. To apply for any of the posted positions in the jobs listing below, download, complete and submit an application. Submit your completed application and resume to:

OFFICE OF HAWAIIAN AFFAIRS
560 N. Nimitz Highway, Suite 200
Honolulu, Hawai‘i 96817
Attention: Human Resources

Or submit via email: ohahr@oha.org

In addition to the opportunity to work toward the betterment of the Native Hawaiian community, the Office of Hawaiian Affairs offers competitive compensation and excellent employee benefits. As a quasi-state agency, OHA provides the following state benefits:

  • Holidays: OHA observes 13 paid holidays per year and 14 during an election year
  • Vacation: You may earn 14 hours/month for a total of 21 days/year and may accumulate up to a maximum of 90 days.
  • Sick Leave: You may earn 14 hours/month for a total of 21 days/year with unlimited accumulation. Unused sick leave may increase your retirement benefits.
  • Other Leaves: Time off with pay may be provided for jury or witness duty, death in the family, military duty, and Blood Bank donation.
  • Health Care Insurance: A wide range of health care plans is offered to eligible employees and their families. The State pays for part of the premiums for these plans, which include Medical, Prescription Drug, Vision, and Dental. There is no waiting period for your initial enrollment which means immediate coverage.
  • Premium Conversion Plan: Participating employees can increase their take-home pay by having the State deduct the cost of health care premiums before payroll taxes are withheld.
  • Deferred Compensation Plan: Participating employees may decrease their taxable income by deferring an amount from their gross salary into this plan before payroll taxes are withheld.
  • Retirement Plan: Generally, all employees hired after June 30, 2012 are required to enroll in the Hybrid Plan. Employees with at least 10 years of service and who have reached 65 years of age, or have 30 years of service and are 60 years old, may retire and receive benefits.
  • Life Insurance: Term life insurance coverage is available to eligible employees at no cost. The State pays the full monthly premium for this benefit.

Jobs Listing (click to expand)

PROCUREMENT SPECIALIST SR-20

The Procurement Specialist is responsible for small purchasing activities and providing program support. This position works to ensure compliance with the Public Procurement Code, while assisting in promoting improvement and documentation of procurement policies, practices, processes and procedures.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES

1. Purchasing and Procurement Services

a. Assists with coordination of OHA purchasing activities including purchasing on a pre- and/or post-audit basis. Receives, reviews and processes procurement/purchasing requests to ensure completeness and accuracy, and compliance with Public Procurement Code.
b. Evaluates small purchase quotes based on the Hawaiʻi Revised Statutes (HRS) and the Hawaiʻi Administrative Rules (HAR). Conducts technical and cost reviews of quotes. Prepares, drafts, reviews, and modifies contracts, agreements, reports, correspondence, and any other written material relating to procurement/purchasing as assigned. Assists Procurement Manager and OHA Legal Counsel with the preparation and review of proposed contracts.
c. Develops and maintains contract files and other appropriate contractual records. Performs closing, termination, storage and archiving requirements of contract documents.
d. Advises vendors on OHA’s purchasing procedures. Provides consultation and advice to program managers and administrators at all levels regarding a wide range of purchasing issues ranging from the purchase of supplies and equipment to purchases for professional and research services.

e. Reviews open purchase requisitions and purchase orders to ensure timely and appropriate use of funds.
f. Assists with assessing OHA training needs and provides training and assistance to others for any purchasing/procurement activity, including to ensure the proper use of OHA’s electronic purchasing process as well as ensuring all purchases are made in compliance with the Public Procurement Code.
g. Keeps abreast and ensures compliance with all laws, rules, regulations, directives and policies relating to the procurement of goods and services. Implements any changes to the Public Procurement code, including usage of both the OHA and State electronic procurement websites.
h. Participates in developing and maintaining agency-wide procedures for purchasing.
i. Assists with identifying any procurement operational deficiencies, periodic evaluation of OHA’s electronic purchasing functionality including planning, developing, analyzing and implementing new procedures designed to streamline purchasing processes by working with and understanding other OHA operational programs.
2. Fully supports in action, language, behavior and performance the priorities, decisions, and directives of the Procurement Manager, CFO, COO and/or the CEO.
3. Regular attendance on a daily basis is required for this position.
OTHER DUTIES/RESPONSIBILITIES

Performs other duties as assigned by the Procurement Manager.

MINIMUM QUALIFICATIONS

1. Graduation from an accredited college or university with an associate’s degree in a social science, business administration, public administration, Hawaiian Studies or related field.

• Work experience may be substituted for university or college education on a year-for-year basis, provided the overall work experience have been of the type, quality, scope, and responsibility as to conclusively demonstrate capability to perform the duties of the position.

2. Two (2) years of progressive work experience in purchasing and procurement which involved working with users and vendors to identify, clarify and specify requirements for purchasing products, materials, equipment or services. Experience with governmental procurement practices is preferred.

How To Apply

To apply for this position, Download, complete and submit this fillable application form
along with a resume and cover letter to:

OFFICE OF HAWAIIAN AFFAIRS
560 N. Nimitz Highway, Suite 200
Honolulu, Hawai‘i 96817
Attention: Human Resources

Or via email: ohahr@oha.org

An Equal Opportunity Employer

PROCUREMENT SPECIALIST SR-24

The Procurement Specialist is responsible for complex procurement and purchasing activities and acts as the lead for all procurement programs. This position works to ensure compliance with the Public Procurement Code, while assisting in promoting improvement and documentation of procurement policies, practices, processes and procedures.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES

1. Purchasing and Procurement Services

a. Coordinates complex purchasing activities including purchasing on a pre- and/or post-audit basis. Determines the appropriate method of procurement, soliciting bids/quotes/proposals from potential vendors and assist with the selection process. Responsible for the development of specifications, scope of services and other requirements of contractual documents. Receives, reviews and processes procurement/purchasing requests to ensure completeness and accuracy, and compliance with Public Procurement Code.

b. Evaluates bids/proposals based on the Hawaiʻi Revised Statutes (HRS) and the Hawaiʻi Administrative Rules (HAR). Conducts technical and cost reviews of bids/proposal. Prepares, drafts, reviews, and modifies contracts, agreements, reports, correspondence, and any other written material relating to procurement/purchasing as assigned. Assists Procurement Manager and OHA Legal Counsel with the preparation and review of proposed contracts.
c. Develops and maintains contract files and other appropriate contractual records. Performs closing, termination, storage and archiving requirements of contract documents.
d. Conducts pertinent research and serves as a technical resource. Advises vendors on OHA’s purchasing procedures. Provides consultation and advice to program managers and administrators at all levels regarding a wide range of purchasing issues ranging from the purchase of supplies and equipment to purchases for professional and research services.
e. Assists with assessing OHA training needs and provides training and assistance to others for any purchasing/procurement activity, including to ensure the proper use of OHA’s electronic purchasing process as well as ensuring all purchases are made in compliance with the Public Procurement Code.
f. Keeps abreast and ensures compliance with all laws, rules, regulations, directives and policies relating to the procurement of goods and services. Implements any changes to the Public Procurement code, including usage of both the OHA and State electronic procurement websites.
g. Assists with drafting, developing and maintaining agency-wide procedures for purchasing and inventory management, in standard OHA format as required.
h. Assists with reviewing, assessing and amending the current procurement processes.
i. Assists with identifying any procurement operational deficiencies, periodic evaluation of OHA’s electronic purchasing functionality including planning, developing, analyzing and implementing new procedures designed to streamline purchasing and payable processes by working with and understanding other OHA operational programs.
j. Manages the procurement forms on the contract management system including electronic and paper documents.

3. Fully supports in action, language, behavior and performance the priorities, decisions, and directives of the Procurement Manager, CFO, COO and/or the CEO.
4. Regular attendance on a daily basis is required for this position.

OTHER DUTIES/RESPONSIBILITIES

Performs other duties as assigned by the Procurement Manager.

MINIMUM QUALIFICATIONS

Education, Training and/or Experience

1. Graduation from an accredited college or university with a bachelor’s degree in business administration or a related field.

2. Four (4) years of progressive work experience in purchasing and procurement which involved working with users and vendors to identify, clarify and specify requirements for purchasing products, materials, equipment or services. Experience with governmental procurement practices is preferred.

How To Apply

To apply for this position, Download, complete and submit this fillable application form
along with a resume and cover letter to:

OFFICE OF HAWAIIAN AFFAIRS
560 N. Nimitz Highway, Suite 200
Honolulu, Hawai‘i 96817
Attention: Human Resources

Or via email: ohahr@oha.org

An Equal Opportunity Employer

COMMERCIAL PROPERTY PLANNING AND DEVELOPMENT MANAGER

The Manager reports to the Land Assets Division Director (“Director”) and provides assistance with corporate and investment lands and real estate holdings. The Manager is responsible for planning and coordinating the acquisition, development, management and sale of corporate and investment lands.
ESSENTIAL FUNCTIONS & RESPONSIBILITIES

1. Program Direction and Management
a. Ensures that Program activities are aligned with advocacy initiatives, strategic priorities, and directives of the Chief Executive Officer (“CEO”), the Chief Operating Officer
(“COO”) and the Director.

b. Communicates with the Director and, on request, briefs the COO and/or CEO and/or the Trustees regarding internal and external issues, trends, and ongoing professional
observations which may bear on strategic and operational decision making.

2. Operations
a. Develops and/or ensures development of policies, procedures, guidelines, standards, templates and tools related to Commercial Property programs.
b. Ensures work performed is aligned to organizational priorities. Monitors and manages expenditures within budget allocations. Prepares and submits performance reports, program
work plans and program budget reports by established deadlines.

3. Commercial Property Management
a. Works closely with the Director, and, upon request, the COO and CEO, in the development of investment and commercial real estate acquisition and management policies for
consideration by the Board of Trustees. Ensures Program Work Plans and activities are consistent with Board policies regarding the acquisition, development and management of
programmatic and investment lands and real estate holdings.
b. Manages the review and analysis of investment and commercial real estate and property transactions. Works closely with the Director, CFO, COO, legal counsel, consultants and
other OHA staff to perform due diligence on proposed land and property acquisitions. Prepares reports analyzing proposed acquisitions and sales, and evaluating proposals in
relation to OHA’s land policies and strategic objectives. Under the direction of the CEO, COO and/or Director, oversees implementation of any decisions regarding the
acquisition or sale of real estate and property.
c. Manages the development of investment and commercial real estate. Works closely with COO, CFO, Director, other OHA staff, consultants, regulators and community groups with
regard to master planning, development and financing. Prepares reports analyzing proposed transactions and plans in relation to OHA’s land polices and strategic direction.
Under the direction of the CEO, COO and/or Director, oversees implementation of any decisions regarding the acquisition or sale of commercial real estate and property.
d. Oversees the ongoing management of investment and corporate real estate holdings. Ensures Program staff regularly evaluates operation of OHA properties, identifies and
minimizes risk, addresses issues and implements remedial actions when appropriate. Ensures that OHA commercial properties are properly managed and producing maximum returns on
OHA’s investment.
e. Works closely with the COO, CFO, Director, legal counsel, consultants and other OHA staff in negotiating, preparing and executing leases, licenses and other agreements
involving OHA commercial real estate. Ensures that Program staff properly administers and enforces leases, licenses and other agreements, including timely collection of any
income or proceeds from such lands.
f. Ensures Program activities are coordinated with the appropriate federal, state, and county agencies and private organizations. Upon request, serves as OHA liaison to
government agencies and private organizations on commercial land and property management issues.
g. Works with Division Directors, COO and CEO to disseminate information regarding OHA commercial land and property management activities to government agencies, beneficiaries and
the general public.
h. Supervises the Facilities Coordinator, who oversees the acquisition and maintenance of furniture, machinery and equipment (excluding computer equipment and devices) for all of
OHA’s corporate offices.
4. Management
a. Makes hiring and other personnel recommendations for the Program to the Director.
b. Ensures that employees within the Program share information and insights, use collaboration as needed to explore issues and/or solve problems, and demonstrate shared
responsibility for program performance. Takes whatever actions are required to positively replace behaviors and/or persons when necessary.
c. Ensures and engages in employee performance planning, feedback, and performance evaluations at scheduled intervals. Engages in ongoing coaching and performance improvement
planning to close performance gaps.
d. Ensures without exception the proper handling and maintenance of confidential, sensitive and/or proprietary information.
e. Performs supervisory tasks, such as leave time approvals, performance reviews, training and related employment decisions for the Program. Disseminates needed information to
staff in a timely manner.
f. Performs job duties in accordance with OHA’s policies and procedures. Considers OHA’s mission and core values when making decisions.
5. Fully supports in action, language, behavior and performance the priorities, decisions, and directives of the Director, COO and/or the CEO.
6. Regular attendance on a daily basis is required for this position.
7. Occasional travel is required for this position.

OTHER DUTIES/RESPONSIBILITIES

Performs other duties and responsibilities as assigned by the Director.

MINIMUM QUALIFICATIONS:

Education, Training and/or Experience

1. Graduation from an accredited college or university with a bachelor’s degree in architecture, land use planning, business administration or related field. A master’s degree is
preferred.

2. Four (4) years of progressively responsible work experience in development and construction, commercial real estate transactions (acquisitions, sales, and leases) and/or property
management. Experience preferred in acquisition, master planning, development of investment and commercial real estate.

3. Three (3) years of administrative experience that involved management of professional staff; the ability to develop solutions to complex and unprecedented situations; the ability to
develop and maintain effective working relationships with others and major responsibility for the development, management, execution and coordination of program policies and
activities.

4. A law degree can substitute for three (3) years of relevant work and adminisrative experience. Employment at OHA can also be considered toward the minimum qualifications.

How To Apply

To apply for this position, Download, complete and submit this fillable application form
along with a resume and cover letter to:

KumabeHR
3465 Waialae Avenue, Suite 230
Honolulu, Hawai‘i 96816
Attention: Marie Kumabe, Principal

Or via email: Marie@kumabehr.com

An Equal Opportunity Employer

PUBLIC POLICY ADVOCATE III

The Public Policy Advocate III participates in the planning and implementation of OHA’s statewide public policy advocacy program. Activities include interaction with government agencies at the state and county, and to a limited extent, federal, levels; promoting the participation of Hawaiians in governmental processes; and coordinating OHA’s legislative efforts.

Essential Functions & Responsibilities

  1. Reviews, analyzes and monitors legislation, reports, plans, submittals and other actions considered by state and county, and to a limited extent, federal, legislatures and administrations, including boards and commissions, that have the potential of impacting OHA and/or its beneficiaries. Prepares testimonies and testifies on state and county legislative and administrative issues, and to a limited extent federal issues, as necessary.
  2. Promotes advocacy efforts to include the protection of traditional and customary rights of Hawaiians, as well as assuring that state and county resources, and to a limited extent federal resources, are proportionately directed to Hawaiian needs.
  3. Serves as a technical resource person providing professional research and technical support on data and analysis required for OHA on policy-related issues of importance to the Hawaiian community.
  4. Attends legislative, government and community hearings and meetings in relation to issues of importance to Hawaiians.
  5. Develops and implements plans and strategies regarding new or proposed legislation, policies, programs and liaison activities to improve or increase advocacy efforts. Encourages and supports new programs, activities and services that address the needs of Hawaiians.
  6. Coordinates and attends meetings with government officials, including legislators, and beneficiary groups as required. Maintains good relationships with legislators, state and county officials and staff, subject matter experts, and to a more limited extent, Hawai’i’s congressional delegation staff and the community, for the purposes of informing OHA positions, as well as, providing or obtaining information or support for OHA’s positions on issues.
  7. Recognizes protocols and deals effectively with sensitive and confidential issues.
  8. Fully supports in action, language, behavior and performance the priorities, decisions, and directives of the Senior Public Policy Advocate, Public Policy Manager, Chief Advocate, Chief Operating Officer and/or Chief Executive Officer.
  9. Regular attendance on a daily basis is required for this position.

OTHER DUTIES/RESPONSIBILITIES

Performs other duties as assigned by the Senior Public Policy Advocate and/or the Public Policy Manager.

MINIMUM QUALIFICATIONS

Education, Training and/or Experience

  1. Graduation from an accredited college or university with a bachelor’s degree in political science, communications, business administration, social sciences, sciences, Hawaiian studies or language, indigenous studies or language, or related field.
  2. Three (3) years of progressively responsible work experience in social or political advocacy; policy review, research, analysis or writing; community organizing or activism; governmental legislative, administrative or legal affairs community.
    • A law degree from an accredited school of law may be substituted for three years of work experience.
    • A Ph.D. degree from an accredited college or university in business, administration, communications, public policy, political science, sciences, planning, social sciences, Hawaiian studies or language, indigenous studies or language, or any field with a significant policy component may be substituted for three years of work experience.
    • A master’s degree from an accredited college or university in business administration, communications, public policy, political science, sciences, planning, social sciences, Hawaiian studies or language, indigenous studies or language, or any field with a significant policy component may be substituted for two years of work experience.

How To Apply

To apply for this position, Download, complete and submit this fillable application form
along with a resume and cover letter to:

OFFICE OF HAWAIIAN AFFAIRS
560 N. Nimitz Highway, Suite 200
Honolulu, Hawai‘i 96817
Attention: Human Resources

Or via email: ohahr@oha.org

An Equal Opportunity Employer

STUDENT HELPER

At the Office of Hawaiian Affairs (OHA), the Student Helper Program provides an opportunity for students to gain insight into the mission and programs of the agency and to become involved with our efforts towards bettering the conditions of native Hawaiians.

Learning Objectives

  • To teach the student current business practices and office procedures.
  • To expose the student to a real-life work environment.
  • To develop the student’s professional skills.
  • To allow the student to network with business professionals.

Minimum Qualifications

  • Student must be eligible to work in the United States.
  • Student must be in good academic standing in an accredited educational institution and be carrying a full-time course load.
    • An “educational institution” is defined as an organization or institution which is established for the purpose of educating individuals.
    • “Full-time course load” is defined as the number of credit hours which the educational institution requires as a minimum of its full-time students.
    • “Good academic standing” is defined as carrying a full-time course load and maintaining at least a 2.0 grade point average on a 4.0 scale.

How To Apply

To apply for this position, Download, complete and submit this fillable application form
along with a resume and cover letter to:

OFFICE OF HAWAIIAN AFFAIRS
560 N. Nimitz Highway, Suite 200
Honolulu, Hawai‘i 96817
Attention: Human Resources

Or via email: ohahr@oha.org

An Equal Opportunity Employer

PUBLIC POLICY ADVOCATE IV
The Public Policy Advocate IV provides technical review for Public Policy Program work product
and participates in the planning and implementation of OHA’s statewide public policy advocacy
program. Activities include interaction with government agencies at the federal, state and county
levels; promoting the participation of Hawaiians in governmental processes; and coordinating
OHA’s legislative efforts.

Essential Functions & Responsibilities

1. Reviews, analyzes and monitors legislation, reports, plans, submittals and other actions
considered by federal, state and county legislatures and administrations, including boards
and commissions, that have the potential of impacting OHA and/or its beneficiaries.
Prepares testimonies and testifies on federal, state and county legislative and
administrative issues as necessary.

2. Promotes advocacy efforts to include the protection of traditional and customary rights of
Hawaiians, as well as assuring that federal, state and county resources are proportionately
directed to Hawaiian needs.

3. Serves as a technical resource person providing professional research and technical
support on data and analysis required for OHA on policy-related issues of importance to
the Hawaiian community.

4. Attends legislative, government and community hearings and meetings in relation to
issues of importance to Hawaiians.

5. Develops and implements plans and strategies regarding new or proposed legislation,
policies, programs and liaison activities to improve or increase advocacy efforts.
Encourages and supports new programs, activities and services that address the needs of
Hawaiians.

6. Conducts a technical review, including editing, proofreading and an accuracy review, of
all work product developed by Public Policy Program staff, including legislation,
administrative rules, testimony, letters and memos.

7. Provides technical and strategic advice to the Public Policy Program on the legislative
and administrative rule-making processes as well as on other issues.

8. Coordinates and attends meetings with government officials, including legislators, and
beneficiary groups as required. Maintains good relationships with legislators, Hawaiʻi’s
congressional delegation staff, state and county officials and staff, and the community for
the purposes of providing or obtaining information or support for OHA’s positions on
issues.

9. Recognizes protocols and deals effectively with sensitive and confidential issues.

10. Fully supports in action, language, behavior and performance the priorities, decisions,
and directives of the Senior Public Policy Advocate, Public Policy Manager, Chief
Advocate, Chief Operating Officer and/or Chief Executive Officer.

11. Regular attendance on a daily basis is required for this position.

12. Performs other duties as assigned by the Senior Public Policy Advocate and/or the Public
Policy Manager.

Minimum Qualifications

1. Graduation from an accredited college or university with a bachelor’s degree in political
science, communications, business administration, social sciences, sciences, Hawaiian
studies or language, indigenous studies or language, or related field.

2. Four (4) years of progressively responsible work experience in social or political
advocacy; policy review, research, analysis or writing; community organizing or
activism; governmental legislative, administrative or legal affairs community.

 A law degree from an accredited school of law may be substituted for three years
of work experience.

 A Ph.D. degree from an accredited college or university in business
administration, communications, public policy, political science, sciences,
planning, social sciences, Hawaiian studies or language, indigenous studies or
language, or any field with a significant policy component may be substituted for
three years of work experience.

 A master’s degree from an accredited college or university in business
administration, communications, public policy, political science, sciences,
planning, social sciences, Hawaiian studies or language, indigenous studies or
language, or any field with a significant policy component may be substituted for
two years of work experience.

How To Apply

To apply for this position, Download, complete and submit this fillable application form
along with a resume and cover letter to:

OFFICE OF HAWAIIAN AFFAIRS
560 N. Nimitz Highway, Suite 200
Honolulu, Hawai‘i 96817
Attention: Human Resources

Or via email: ohahr@oha.org

An Equal Opportunity Employer

DIGITAL MEDIA SPECIALIST

The Digital Media Specialist assists and supports the Digital and Print Media Manager in the delivery and production of all services, products and events, developed and designed to manage the communication flow and content between OHA and the community. This position is responsible for creating content for OHA’s digital and print communications platforms in order to positively present OHA’s advocacy initiatives, community engagement efforts, and enhance the public’s perception of OHA as an organization.

Essential Functions & Responsibilities

1. Digital Marketing
a. Build and execute social media strategy through research, benchmarking, messaging, and audience identification.

b. Drafts, designs, and develops OHA’s internet and digital marketing content. Revises and finalizes product.

c. Manages OHA’s social media platforms by updating the accounts with relevant articles, videos and blogs, maintaining a consistent OHA voice throughout all communications and responding thoughtfully to inquiries or complaints that arise from social media correspondence.

d. Ensures that the content is free of grammatical, typographical and/or compositional errors and that any pre-produced or pre-recorded images, audio, and video files are relevant (if applicable) and appropriate prior to posting to the internet.

e. Analyze and report on web traffic, analytics, and engagement.

2. Video & Audio Production
a. Operates video cameras and other essential video/broadcast equipment. Assists other staff in the operation of video cameras and other essential audiovisual/broadcast equipment and software.

b. Assists in the conceptualization, scripting and storyboarding of audiovisual/broadcast products and advertising.

c. Operates audio equipment and other essential audio gear.

3. Leads cross-functional teams consisting of inter-departmental staff and contracted vendors on projects.

4. Manages projects and vendors contracted to produce video & audio products and digital media content for OHA.

5. Participates in the development and evaluation of the operating budget for the Program.

6. Establishes, coordinates, and maintains effective working relationships with Trustees, OHA staff, public/private agencies, community groups, individuals and other state departments. Represents the program in a variety of interdepartmental coordination activities in regards to digital media communications.

7. Assists with the coordination, logistics, production and implementation of OHA led or OHA-sponsored events.

8. Fully supports in action, language, behavior and performance the priorities, decisions, and directives of the Digital and Print Media Manager, Community Engagement Director, Chief Operating Officer, and/or Chief Executive Officer.

9. Regular attendance on a daily basis is required for this position.

OTHER DUTIES/RESPONSIBILITIES

Performs other duties as assigned by the Digital and Print Media Manager.

Minimum Qualifications

1. Graduation from an accredited college or university with a degree in marketing, communications or related field.

2. Three (3) years of progressively responsible full-time experience in digital marketing, communications or related field.

How To Apply

To apply for this position, Download, complete and submit this fillable application form
along with a resume and cover letter to:

OFFICE OF HAWAIIAN AFFAIRS
560 N. Nimitz Highway, Suite 200
Honolulu, Hawai‘i 96817
Attention: Human Resources

Or via email: ohahr@oha.org

An Equal Opportunity Employer

FACILITIES MANAGER

The Facilities Manager oversees the facilities management and maintenance of the Office of
Hawaiian Affairs (“OHA”) occupied buildings. This position is responsible for overseeing the
procurement, installation, repair, maintenance, and management functions of all office furniture,
operating machinery and equipment (excluding computer equipment and devices). The Facilities
Manager sets and implements policies, procedures and practices for the safety and security of the
OHA employees, facilities and visitors to the OHA statewide space(s). Including beneficiaries;
and oversees the operational functions, including operational security, messenger, courier, mail
and intake and referral functions.

Essential Functions & Responsibilities

1. Facilities Management
a. Oversees the facilities management function (plans, organizes and directs the
maintenance, repair of Oahu and outer island facilities for OHA occupied buildings,
equipment, and grounds.

b. Ensures the company assets are catalogued, maintained and in safe operating
condition.

c. Responsible for overseeing the cataloging, and preventive maintenance and repair
of building, automobile and equipment assets.

d. Develops long and short-term maintenance plans and programs to ensure buildings,
automobiles and equipment are in operational order.

e. Formulates policies, procedures, guidelines, standards, templates and tools related
to operations and facilities management, including emergency and evacuation
procedures as part of safety and security measures (see below).

f. Ensures work performed is aligned to organizational priorities, Monitors and
manages expenditures within budget allocations.

g. Oversees the parking function and shuttle services as Na Lama Kukui (OHA as
tenant).

h. Supports statewide OHA tenant facility moves, as needed.

i. Schedules and coordinates repair/maintenance work for facilities it oversees.

j. Conducts regular property inspections and follow-up on necessary preventive
maintenance works.

2. Safety and Security
a. Oversees, monitors and executes all safety and security functions for OHA facilities
as part of facilities management measures (see above).

b. Develops and implements policies, procedures and practices for safety and security
programs, for all OHA facilities.

c. Conducts regular safety and security audits and drills, manages, reports and
addresses safety compliance requirements.

d. Responsible for developing, monitoring and executing emergency and contingency
plans for all OHA facilities.

3. Communications
a. Oversees and manages mail, intake and referral process at Na Lama Kukui.

b. Oversees courier & messenger function (may be outsourced on as needed basis).

c. Maintains relationships with COO, other departments, staff.

d. Manages the relationship with Property Management Company at Na Lama Kukui.

e. Maintains relationships with vendors suppliers, professionals servicing Locations
clients’ properties.

4. Operations
a. Develops policies, procedures, processes for Operations functions (SOPs) in
compliance with applicable State, Federal and other regulatory parameters.

b. Responsible for budgeting and managing the monthly, annual and biennium
resources of the unit.

c. Oversees and manages the vehicle fleet, coordinates corporate counsel and
accounting to ensure proper registration and insurance coverages are maintained.

d. Oversees the procurement and inventory management of office, facilities, and
operational supplies for all locations. Conducts regular inventory control audits.

e. Manages and coordinates event logistics for all OHA events (e.g., coordination with
IT, hosting unit, set up, take down).

5. Management
a. Makes hiring and other personnel recommendations for the Program to the Chief
Operating Officer.

b. Ensures that employees within the unit shares information and insights, operates
collaboratively to explore issues and/or solve problems, and demonstrate shared
responsibility for program performance. Takes whatever actions are required to
positively replace behaviors and/or persons when necessary.

c. Ensures and engages in employee performance planning, feedback, and
performance evaluations at scheduled intervals. Engages in ongoing coaching and
performance improvement planning to close performance gaps.

d. Ensures without exception the proper handling and maintenance of confidential,
sensitive and/or propriety information.

e. Performs supervisory tasks, such as leave time approvals, performance reviews,
training and related employment decisions for the Program. Disseminates needed
information to staff in a timely manner.

f. Performs job duties in accordance with OHA’s policies and procedures. Considers
OHA’s mission and core values when making decisions.

OTHER DUTIES/RESPONSIBILITIES
a. Fully supports in action, language, behavior and performance the priorities, decisions, and
directives of the COO and/or the CEO.

b. Available for 24-hour emergency call service. Takes care of property management
emergencies, regardless of the time of day.

c. Regular attendance on a daily basis is required for this position.

d. Occasional travel is required for this position.

e. Performs other duties as assigned by COO.

Minimum Qualifications

1. High School graduate or equivalent; graduation from an accredited four (4) year college
or university with a bachelor’s degree in engineering, real estate, business administration
or related field preferred.

2. Seven (7) years of progressive work experience commercial facilities management.

3. Three years (3) of administrative experience that involved management of staff.

4. Valid Hawaii driver’s license and clean driver’s abstract.

Must have general working knowledge of:
a. Electrical, mechanical, and HVAC systems

b. Intake and referral, mail, messenger, courier, safety and security processes

Must have demonstrated skills of ability to:
a. Read and understand complex electrical, mechanical and automation systems, including
materials and safety data sheets

b. Facilitate collaboration among subordinates and to work collaboratively with other
managers

c. Must be able to evaluate performance of projects, contractors, and assigned staff

d. Communicate effectively (in writing and orally) with upper management, peers,
subordinates, consultants and the public

e. Research and analyze systems, processes and practices and to develop solutions for
identified problems.

f. Possesses services-oriented skills

g. Managing and maintaining a vehicle fleet

How To Apply

To apply for this position, Download, complete and submit this fillable application form
along with a resume and cover letter to:

OFFICE OF HAWAIIAN AFFAIRS
560 N. Nimitz Highway, Suite 200
Honolulu, Hawai‘i 96817
Attention: Human Resources

Or via email: ohahr@oha.org

An Equal Opportunity Employer

INTAKE AND REFERRAL SPECIALIST
The Intake and Referral Specialist provides general office support with a variety of clerical activities and related tasks. This position is responsible for intake and referral of incoming calls, receiving the public, providing customer assistance, data processing as well as additional clerical duties. This may include providing detailed information on the Office of Hawaiian Affairs (“OHA”) mission, programs and services through telephonic communication, electronic referral and/or written communication.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES

1. Administrative and Clerical Support
a. Answers primary OHA telephone line and responds to caller in a courteous and professional manner. Directs calls to appropriate OHA personnel, Division, program area or external organization. Follows up to ensure a timely response.

b. Greets and directs beneficiaries and visitors to the organization.

c. Processes inquiries from facsimile, email and other written communication. Receives, sorts and forwards incoming and outgoing correspondence.

d. Provides information on OHA policies, procedures, rules, regulations, or standards to others (i.e. staff, applicants, beneficiaries, providers, vendors, public, public officials). Secures clarification of OHA policies and guidelines as appropriate.

e. Performs data entry and maintains an intake and referral information database.

f. Prepares a summary of written and oral complaints and incidents and refers to the appropriate OHA staff for further investigation.

g. Provides back-up clerical support as needed.

2. Fully supports in action, language, behavior and performance the priorities, decisions, and directives of the Community Outreach Manager, Community Engagement Director, Chief Operating Officer and/or the Chief Executive Officer.
3. Regular attendance on a daily basis is required for this position.
OTHER DUTIES/RESPONSIBILITIES
Performs other duties as assigned by the Community Outreach Manager and/or Community Engagement Director.

MINIMUM QUALIFICATIONS
Education, Training and/or Experience

1. High school diploma required.

2. Two (2) years of customer service/data entry experience in a not-for-profit organization or governmental agency environment.

How To Apply

To apply for this position, Download, complete and submit this fillable application form
along with a resume and cover letter to:

OFFICE OF HAWAIIAN AFFAIRS
560 N. Nimitz Highway, Suite 200
Honolulu, Hawai‘i 96817
Attention: Human Resources

Or via email: ohahr@oha.org

An Equal Opportunity Employer

COMPLIANCE SPECIALIST III
The Compliance Specialist III is responsible for conducting research and investigations under the
direction of the Lead Compliance Specialist and/or the Compliance Enforcement Manager.

Essential Functions & Responsibilities

1. Analyzes and assesses the policies and practices of other governmental agencies and
private entities, and evaluates the impact of those policies and practices on Native
Hawaiians.

2. Promotes advocacy efforts to include the protection of traditional and customary rights of
Native Hawaiians, as well as assuring that federal, state, and county resources are
proportionately directed to Native Hawaiian needs.

3. Serves as a technical resource person, providing analytical support for the agency on
compliance issues as they affect the Native Hawaiian community.

4. Conducts appropriate research and investigations to secure important and relevant data and
materials as directed. Coordinates and prepares reports on findings and recommendations.

5. Recognizes protocols and deals effectively with sensitive and confidential issues.

6. Coordinates meetings with government officials, beneficiary groups, and stakeholders, as
required. Maintains effective working relationships with legislators, executive branch
officials and stakeholders.

7. Works to develop and grow relationships with Native Hawaiian beneficiaries, and
organizations to build a network for acquiring information helpful in addressing emergent
issues in the Native Hawaiian community.

8. Fully supports in action, language, behavior and performance the priorities, decisions, and
directives of the Lead Compliance Specialist, Compliance Enforcement Manager, Chief
Advocate, Chief Operating Officer and/or the Chief Executive Officer.

9. Regular attendance on a daily basis is required for this position.

10. Performs other duties as assigned by the Lead Compliance Specialist and/or the
Compliance Enforcement Manager.

Minimum Qualifications

1. Graduation from an accredited college or university with a bachelor’s degree in business
administration, law, public policy, or in any social sciences field such as economics, health,
education, political science or social work.

2. Three (3) years of specialized work experience which involved the conduct of governmental
and/or legislative research, planning and analysis, and activities relating to government
affairs. In addition, the work experience must have included a working knowledge of
Federal, State and local governments, and their functions and structures; issues and problems
relating to Native Hawaiians; programs and services for Native Hawaiians; and related areas.

* A master’s or other advanced degree from an accredited college or university in
business administration, public policy or any related field may be substituted for two
years of work experience.

How To Apply

To apply for this position, Download, complete and submit this fillable application form
along with a resume and cover letter to:

OFFICE OF HAWAIIAN AFFAIRS
560 N. Nimitz Highway, Suite 200
Honolulu, Hawai‘i 96817
Attention: Human Resources

Or via email: ohahr@oha.org

An Equal Opportunity Employer

COMMUNICATIONS SPECIALIST III

The Communications Specialist III is responsible for and assists with the production of all products and broadcasts produced, developed, and/or distributed by the Digital and Print Media Program including but not limited to: OHA reports, Ka Wai Ola (KWO), OHA promotional and collateral material, television broadcasts, radio productions, and advertising.

Essential Functions & Responsibilities

1. OHA Publications & Productions

a. Provides design and art direction for OHA’s creative needs including annual reports, calendars, event programs, logos print and broadcast advertisements, and promotional and collateral materials. Creates custom illustrations and other graphic elements.

b. Negotiates with printers and estimators to determine what services will be performed.

c. Serves as the lead staff in the production of radio productions, conceptualizing content, scheduling programming and guests, creating radio commercial scripts, monitoring the contract, and providing direction to the vendor.

d. Manages and organizes OHA’s external media projects including but not limited to the OHA calendar; print, TV, and radio advertising; and audio/visual productions/broadcasts while working within budget and scheduling requirements.

e. Prepares the draft layout of publication for KWO and OHA printed reports and publications, as directed. Coordinates the compilation of information and layout necessary for timely publication. Ensures that the content is free of grammatical, typographical and/or compositional errors prior to submission.

f. Formats, proofs, revises and finalizes all publications and layouts as directed.

g. Assists in the writing, editing, and formatting of the production of OHA sponsored or produced radio programs and television broadcasts. Assists with coordinating and compiling information, scripts, talent, set design, promotional advertising, and other production related activities.

h. Assists with audiovisual/broadcasts media products and advertising created by OHA staff or contract vendors, as necessary.

i.Assists in the conceptualization, scripting and storyboarding of audiovisual/broadcast products and advertising.

j. Conduct photo shoots, acting as photographer and/or coordinating professional photographers, talent, appropriate props and location, to ensure that OHA’s photography needs are met.

k. Researches, interviews, and writes news and feature articles and other content for KWO newspaper.

l. Operates video cameras and other essential video/broadcast equipment. Assists other staff in the operation of video cameras and other essential video/broadcast equipment and software.

2. Program Administration

a. Assists in the management of a sales and marketing program for advertising space in KWO and other relevant OHA publication or production.

b. Assists Digital and Print Media Manager in ensuring consistency and collaboration among all program efforts within Community Engagement and across the agency.

c. Assists with preparing vendor solicitations, coordinating procurement, and overseeing the implementation of contracts related to work and functions of the program.

d. Contributes relevant contacts to internal contact lists to ensure completeness, consistency and accuracy of information.

e. Interacts with other OHA managers and staff in coordinating the production and dissemination of print products and publications.

f. Assists the Digital and Print Media Manager in preparing reports and recommendations related to public issues, information, program operations, supplies, equipment needs and program expenditures.

g. Evaluates and presents recommendations regarding improved print production and publications to the Digital and Print Media Manager.

h. Establishes, coordinates, and maintains effective working relationships with Trustees, OHA staff, public/private agencies, community groups, individuals and other state departments. Represents the program in a variety of interdepartmental coordination activities in regards to print communications.

i. Assists with the coordination, logistics, production and implementation of OHA-led or OHA-sponsored events.

3. Assists with the coordination, logistics, production and implementation of OHA-led or OHA-sponsored events.

4. Fully supports in action, language, behavior and performance the priorities, decisions, and directives of the Digital and Print Media Manager, Community Engagement Director, Chief Operating Officer, and/or Chief Executive Officer.

5. Regular attendance on a daily basis is required for this position.

6. Performs other duties as assigned by the Digital and Print Media Manager.

Minimum Qualifications

1. Graduation from an accredited college or university with a degree in communications, journalism, public relations, or related field.

2. Four (4) years of progressively responsible full-time experience in communications and/or graphic design.

• A master’s degree in communications, journalism, public relations, or related field may be substituted for two years of experience.

How To Apply

To apply for this position, Download, complete and submit this fillable application form
along with a resume and cover letter to:

OFFICE OF HAWAIIAN AFFAIRS
560 N. Nimitz Highway, Suite 200
Honolulu, Hawai‘i 96817
Attention: Human Resources

Or via email: ohahr@oha.org

An Equal Opportunity Employer

GRANTS EXECUTIVE ASSISTANT

The Executive Assistant is responsible for providing day-to-day high-level administrative support
and handles a wide range of executive support related tasks for the assigned unit, with little or no
supervision. The Executive Assistant must regularly resolve complex administrative problems
independently.

The Executive Assistant may also be expected to conduct necessary research, data collection and
analysis, and prepare recommendations for projects.

Essential Functions & Responsibilities

1. Administrative Support
a. Serves as a personal and confidential assistant and administrative support to assigned
unit. As assigned, reviews internal and external correspondence for accuracy and
completeness.

b. Ensures without exception the proper handling and maintenance of confidential,
sensitive and/or proprietary information.

c. Serves as support by researching and compiling information. Prepares documents,
matrices, charts, presentations and reports.

d. Responsible for managing complex schedules and calendars. Schedules and
coordinates meetings, interviews, appointments, travel, and/or other similar activities
using discretion and independent judgment.

e. Coordinates and/or plans events, conferences, luncheons and/or other similar
activities for committees, boards, and other meetings as assigned.

f. Prepares and organizes materials for conferences/meetings.

g. Serves as the liaison between the assigned unit and other staff, as well as other offices
and agencies.

h. Screens, prioritizes and directs visitors, telephone calls, mail and emails. Identifies
mail and email requiring personal response and refers remainder to appropriate OHA
staff for response. Follows up on correspondence to ensure a timely response. Ensures
that correspondence and materials are prepared and retained in conformance with
established policies and procedures.

i. Drafts, edits, and/or formats correspondence including memos, letters, etc.

j. Assists and works with the Board of Trustees (“Board”) staff on the assembly and
preparation of Action Items, resolutions, testimony or other written reports for Board,
Committee or Ad-Hoc Committee meetings, and committee reports, as assigned by
the Committee Chair, or as requested by Trustees.

k. Communicates and assigns tasks, etc. on behalf of and/or as directed.

2. Unit Fiscal Responsibilities
a. Assists in keeping track of projects, deadlines, work assignments and work products.
Conducts inquiries and responds to inquiries pertaining to assigned work activities or
projects. Upon request, assists with project planning and development. Reports status
and/or problems to the unit leadership.

b. Ensures administrative tasks performed to comply with office policies and
procedures. Assists in resolving specific administrative problems.

c. Reviews practices and procedures to identify where improvements can be made.
Makes recommendations to ensure efficient operations.

d. Serves as a point person for staff seeking information on programs and operations.
Refers detailed inquiries to the appropriate Program Managers.

e. Reviews and checks records and forms for accuracy, completeness and conformance
with established OHA policies and procedures. Assists in coordinating updates of
forms and records to meet requirements under applicable federal, state and local laws.

f. Interacts with beneficiaries when appropriate.

g. Provides leadership to build relationships crucial to the success of the Division and
the organization.

h. Requisitions, supplies, equipment, printing, maintenance and other services for the
Division.

3. Accounting Activities
a. Manages the unit’s accounting activities. Prepares purchase requisitions, payment of
invoices, check requests and request for reimbursements. Maintains records of
expenditures.

b. Assists with the preparation of budgets and explanations on any budget variances.
Assists with collecting and compiling statistical, financial and other information for
monthly, special and periodic reports.

4. Records Management Responsibilities
a. Prepares and maintains the files in an organized manner.

b. Assists in retention and maintenance of office records. Ensures all records and
documents are maintained in accordance with OHA record retention policy.

c. When directed, assists in the gathering of all documents, files, and computer data in
the Division office needed to respond to complaints, government agency audits and/or
litigation proceedings.

5. Assists Executive Team with special projects which may include agency wide campaigns
and initiatives.

6. Participates in training and development as needed.

7. Fully supports in action, language, behavior and performance the priorities, decisions,
and directives of the organization.

8. Regular attendance on a daily basis is required for this position.

OTHER DUTIES/RESPONSIBILITIES
Performs other duties as assigned.

Minimum Qualifications

1. High School Diploma Required. A degree from an accredited university or community
college, business or technical school is preferred.

2. Four (4) years of professional work experience in providing administrative support.

How To Apply

To apply for this position, Download, complete and submit this fillable application form
along with a resume and cover letter to:

OFFICE OF HAWAIIAN AFFAIRS
560 N. Nimitz Highway, Suite 200
Honolulu, Hawai‘i 96817
Attention: Human Resources

Or via email: ohahr@oha.org

An Equal Opportunity Employer

GRANTS SPECIALIST IV

The Grants Specialist IV is responsible for developing and administering the OHA Grants Program
under the direction of the Grants Manager.

Essential Functions & Responsibilities

1. Grants Administration
a. Drafts and prepares Requests for Information, Solicitations and/or Requests for
Proposals. Develops project service specifications and performance measures to
align with OHA strategic plan. Conducts workshops, and develops application
and review processes.

b. Leads application review process. Prepares grant recommendations for award.
Presents information to Administration and the Board of Trustees, as directed, and
issues notices of awards.

c. Negotiates, drafts, and executes grant agreements/contracts and ensures that grant
support documentation is complete.

d. Conducts desktop and on-site monitoring for program performance and grant
compliance. Processes fiscal payments, maintains standard grant files,
comprehends and writes related reports, identifies problems and initiates
corrective actions as needed, and finalizes the closeout of grant agreements and
contracts as required.

e. Identifies effective methods to simplify, improve and streamline OHA’s internal
processes to receive, process, review and award grants and contracts.

f. Establishes, coordinates, and maintains effective working relationships with
Trustees, OHA staff, public/private agencies, community groups, individuals and
other state departments. Represents the program in a variety of interdepartmental
coordination activities in regards to granting and contracting.

g. Communicates information on the Grants Program to the public and organizations
through meetings, presentations, and direct communication via phone, email, and
in-person.

h. Advertises and promotes the Community Grants Program in collaboration with
Community Engagement (OHA website, Ka Wai Ola o OHA, social media, etc.).

i. Manages grant information and files. Ensures that grantee’s documents and files
and Grants Program documents are complete in the OHA Grants Portal.

j. Creates and retrieves reports from the OHA Grants Portal.

2. Fully supports in action, language, behavior and performance the priorities, decisions, and
directives of the Grants Manager, Chief Financial Officer, Chief Operating Officer and/or
the Chief Executive Officer.

3. Regular attendance on a daily basis is required for this position.

OTHER DUTIES/RESPONSIBILITIES
Perform other duties as assigned by the Grants Manager.

Minimum Qualifications

1. Graduation from an accredited college or university with a bachelor’s degree preferably
in a social science, business administration, public administration, or related field and
three (3) years of professional work experience in administrative support services.
Experience must include grant management or related experience which involved
gathering and analyzing facts, report writing and case management; or

2. Five (5) years of professional work experience in administrative support services with
progressive and increasing scope of responsibilities. Experience must include grant
management or related experience which involved gathering and analyzing facts, report
writing and case management.

How To Apply

To apply for this position, Download, complete and submit this fillable application form
along with a resume and cover letter to:

OFFICE OF HAWAIIAN AFFAIRS
560 N. Nimitz Highway, Suite 200
Honolulu, Hawai‘i 96817
Attention: Human Resources

Or via email: ohahr@oha.org

An Equal Opportunity Employer

REPATRIATION COORDINATOR

The Repatriation Coordinator is responsible for managing the repatriation process of Native
Hawaiian ancestral human remains, burial goods and cultural items, under the direction of the
Chief Advocate.

Essential Functions & Responsibilities

Repatriation Project Management
1. Implements and manages the repatriation process (National and International) of Native
Hawaiian ancestral human remains, burial goods and cultural items.

2. Handles and/or facilitates handling of Native Hawaiian ancestral human remains, burial
goods and cultural items, interment and repatriation process.

3. Responsible for ensuring safe transport and proper treatment and storage of Native Hawaiian
ancestral human remains, burial goods and cultural items.

4. Responsible for preparing repatriation project and work plans and standard operating
procedures to manage the repatriation process.

5. Seeks and identifies institutions and entities that may have Native Hawaiian ancestral human
remains, burial goods and cultural items. Makes recommendations to the OHA CEO via the
Chief Advocate on the initiation of new repatriation claims as needed.

Compliance and Policy Review
1. Collaborates within OHA on repatriation and burial related issues such as proposed new or
amendments to statutes, rules, policies or resolutions relevant to repatriation and burials.
Makes recommendations to the OHA CEO via the Chief Advocate as needed.

Reporting and Recordkeeping
1. Creates and maintains an archive and a database of repatriation documents, and appropriate
historical documents.

2. Prepares and submits reports regarding Native Hawaiian ancestral human remains, burial
goods and cultural items.

3. Tracks and manages repatriation claims.

4. Develops and recommends a proposed project budget for approval by OHA leadership.

Research
1. Performs research to locate and acquire records and items relevant to Native Hawaiian
ancestral human remains, burial goods and cultural items, as applicable to the repatriation
process.

Relationships
1. Participates in consultation and negotiates with museums, universities, agencies, and
organizations with regards to repatriation.

2. Acts as the point of contact for OHA when beneficiaries wish to initiate repatriation claim.

3. When relevant, engages with OHA’s beneficiaries, internal and external stakeholders.

4. Partners with appropriate personnel to ensure the Native Hawaiian remains are handled with
the appropriate protocol and ceremonial practices.

5. Educates stakeholders about repatriation laws, policies and practices and OHA’s mission.

OTHER DUTIES/RESPONSIBILITIES
1. Performs other duties as assigned by the Compliance Enforcement Manager.

2. Travel may be required 10% of the time.

Minimum Qualifications

1. Graduated from an accredited college or university with a bachelor’s degree in Social
Sciences, Hawaiian Studies, Anthropology, Hawaiian History, or related field. In addition,
the work experience must have included four (4) years of experience in repatriation of
Native Hawaiian ancestral human remains, burial goods and cultural items. Historical or
legal research experience may be included in the four (4) years of experience.

2. A master’s or other advanced degree from accredited college or university in Social
Sciences, Hawaiian Studies, Anthropology, Hawaiian History, Law, or related field may be
substituted for 2 years of work experience.

3. Research experience including familiarity with archaeological journals, osteological reports
and articles is preferred.

How To Apply

To apply for this position, Download, complete and submit this fillable application form
along with a resume and cover letter to:

OFFICE OF HAWAIIAN AFFAIRS
560 N. Nimitz Highway, Suite 200
Honolulu, Hawai‘i 96817
Attention: Human Resources

Or via email: ohahr@oha.org

An Equal Opportunity Employer

EXECUTIVE ASSISTANT - LAND ASSETS

The Executive Assistant to the Resource Management — Land Assets Division Director (“Director”) is responsible for providing day-to-day high-level administrative support and handles a wide range of executive support related tasks for the Divisional team, with little or no supervision. The Executive Assistant must regularly resolve complex administrative problems independently.

The Executive Assistant may also be expected to conduct necessary research, data collection and analysis, and prepare recommendations for projects assigned by the Director.

Essential Functions & Responsibilities

1. Administrative and Clerical Support

a. Serves as the personal and confidential assistant to the Director, and administrative support to the Division. As assigned, reviews internal and external correspondence for accuracy and completeness before the Director signs them.

b. Ensures without exception the proper handling and maintenance of confidential, sensitive and/or proprietary information.

c. Serves as support for the Director by researching and compiling information. Prepares documents, matrices, charts, presentations and reports.

d. Responsible for managing complex schedules and calendars of the Director. Schedules and coordinates meetings, interviews, appointments, travel, and/or other similar activities using discretion and independent judgment.

e. Coordinates and/or plans events, conferences, luncheons and/or other similar activities for committees, boards, and other meetings as assigned for the Director.

f. Prepares and organizes materials for conferences/meetings. May attend conferences/meetings with or on behalf of the Director as directed.

g. Serves as the liaison between the Director and other staff, as well as other offices and agencies.

h. Screens, prioritizes and directs the Director’s visitors, telephone calls, mail and emails. Identifies mail and email requiring personal response by Director, and refers remainder to appropriate OHA staff for response. Follows up on correspondence to ensure a timely response. Ensures that correspondence and materials are prepared and retained in conformance with established policies and procedures.

i. Drafts, edits, and/or formats correspondence including memos, letters, etc. on behalf of the Director.

j. Assists the Director and works with the Board of Trustees (“Board”) staff on the assembly and preparation of Action Items, resolutions, testimony or other written reports for Board, Committee or Ad-Hoc Committee meetings, and committee reports, as assigned by the Committee Chair, or as requested by Trustees. Attends meetings between Director and Trustee(s).

k. Communicates and assigns tasks, etc. on behalf of and/or as directed by the Director with program managers and staff.

l. Manages employee attendance, Oracle timecards and leave reports for Division programs.

2. Land Assets Division Office Responsibilities

a. Assists Director in keeping track of projects, deadlines, work assignments and work products of Program Managers. On behalf of Director, conducts inquiries and responds to inquiries pertaining to assigned work activities or projects. Upon request, assists with project planning and development. Reports status and/or problems to the Director.

b. Ensures administrative and clerical tasks performed on behalf of Director comply with Land Assets Division office policies and procedures. Assists Director in resolving specific administrative problems in the executive office.

c. Reviews Land Assets Division practices and procedures to identify where improvements can be made. Makes recommendations to Director to ensure efficient operations.

d. Serves a point person for staff seeking information on Land Assets Division programs and operations. Refers detailed inquiries to the appropriate Program Managers.

e. Reviews and checks records and forms for accuracy, completeness and conformance with established OHA policies and procedures. Assists Director in coordinating updates of forms and records to meet requirements under applicable federal, state and local laws.

f. Interacts with beneficiaries on behalf of the Director and/or programs when appropriate.

g. Provides leadership to build relationships crucial to the success of the Division and the organization.

h. Requisitions, supplies, equipment, printing, maintenance and other services for the Land Assets Division.

3. Parking Administration

a. Administers OHA’s employee parking program. Develops, implements and maintains policy and procedures. Recommends improvements to operations and procedures.

b. Oversees daily operations of employee parking including distributing parking passes, reviewing employee parking contracts, monitoring parking availability, and investigating complaints regarding employee parking.

c. Responds to correspondence, phone requests and complaints about parking operations and programs. Communicates with Property Manager when necessary.

4. Accounting Activities

a. Manages the Director’s accounting activities. Prepares purchase requisitions, payment of invoices, check requests and request for reimbursements. Maintains records of expenditures. Assists with the preparation of budgets and explanations on any budget variances.

b. Assists with collecting and compiling statistical, financial and other information for monthly, special and periodic reports.

5. Records Management Responsibilities

a. Prepares and maintains the Director’s files in an organized manner.

b. Assists in retention and maintenance of Director’s office records. Ensures all records and documents are maintained in accordance with OHA record retention policy.

c. When directed, assists in the gathering of all documents, files, and computer data in the Division office needed to respond to complaints, government agency audits and/or litigation proceedings.

6. Assists Director and Executive Team with special projects which may include agency wide campaigns and initiatives.

7. Participates in training and development as needed.

8. Fully supports in action, language, behavior and performance the priorities, decisions, and directives of the Director, Chief Operating Officer and/or the Chief Executive Officer.

9. Regular attendance on a daily basis is required for this position.

OTHER DUTIES/RESPONSIBILITIES

Performs other duties as assigned by the Director.

Minimum Qualifications

1. High School Diploma Required. A Degree from an accredited university or community college, business or technical school is preferred.

2. Four (4) years of professional work experience in providing administrative support.

How To Apply

To apply for this position, Download, complete and submit this fillable application form
along with a resume and cover letter to:

OFFICE OF HAWAIIAN AFFAIRS
560 N. Nimitz Highway, Suite 200
Honolulu, Hawai‘i 96817
Attention: Human Resources

Or via email: ohahr@oha.org

An Equal Opportunity Employer

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