Business Office Manager jobs in Honolulu, HI

Ho’ōla Nā Pua (HNP) is committed to the prevention of sex trafficking and providing care to children who have been exploited. We imagine a community where children are safe and have the ability to embrace their bright future. As part of the Ho’ōla Nā Pua team, your commitment to the youth and community we serve will make a difference for generations to come.

JOB SUMMARY:

The Business Office Manager (BOM) serves to coordinate and implement organizational operations and team cooperation with direction from the Director of Business Operations. The BOM will serve as a liaison with IT, Telecom, and HR contractors, as well as accomplish daily Operations, Finance, and Advancement tasks such as phone monitoring, data entry, scanning, and filing. This position will work to improve operational systems and structure, volunteer onboarding, data/financial reporting, and identify areas for improvement within the organization. The BOM should communicate effectively, problem-solve independently, and excel at organizing and structure-related tasks.

JOB DUTIES:

• Troubleshoot and coordinate IT/Telecom support services with third party vendors
• Improve and document systems, processes, and policies surrounding operations, administration, HR, and IT
• Liaison with Altres to implement and improve HR processes and policies
• Research best practices and share recommendations to Executive Leadership for staff satisfaction, productivity, and retention
• Organize and implement internal and external surveys
• Develop tools and templates to improve staff performance, including Individual Development Plans
• Increase the effectiveness and efficiency of office operations
• Scan, file, answer phones, retrieve/deliver mail and perform other office tasks
• Enter data accurately and in a timely manner with high attention to detail
• Assist database management and back-end processing (CRM et al)
• Work with staff to create, update, and maintain data entry standards and ensure databases are used properly by all staff members and meets the needs of the organization
• Assist advancement team with fund development activities, i.e. large events
• Log checks received via mail into Active Check Log
• Prepare deposits (fill out deposits slips, scan checks)
• Process deposits at bank and return receipts
• Scan A/P invoices and enter into Quickbooks Online (training to be provided)
• Assist in other A/P responsibilities (double-check all receipts match monthly expense reports / reimbursement requests)
• A/P & A/R Research
• Maintain equipment and supply inventory and coordinate with Controller on proper disposition of non-producing equipment
• Implement Volunteer protocols and oversee creation to completion of new volunteer files/onboarding
• Coordinate workflows for office-based volunteers
• Assist with the preparation, submission, and tracking of grant proposals and their reporting needs
• Develops and maintains data for recording and tracking grant proposals, awards, and related statistical information; creates and distributes standard and special reports, studies, summaries, and analyses, as required
• Develops and maintains a library of reference documentation including such information as funding agency requirements and forms
• Facilitates and supports the research and identification of funding opportunities
• Monitors and coordinates the administration of post-award grants to ensure that budgeting and administrative policies, procedures, and agency requirements are being followed
• Process general correspondence and reports in a timely and accurate manner
• Maintain and order office equipment, computers, and supplies routinely and within budget; arrange for equipment maintenance and repair when necessary
• Assist CEO & Director of Advancement with special projects
• Collaborate with coworkers on mailings, events, reception duties, and support smooth office operations
• Other duties as needed to promote organizational mission

QUALIFICATIONS:

• Experience in a nonprofit setting / fundraising environment
• Project coordination experience
• Experience with accounting software, databases and online giving platforms preferred (HNP uses Salesforce, Donor-Perfect, Give-Cloud, and Quickbooks)
• Familiarity with gift processing and/or fund-raising principles
• Experience or equivalent combination of training and experience in customer service
• Excellent judgment and decision-making abilities
• Computer proficiency in MS Office, especially Microsoft Excel & Word
• Good understanding of finance, with broad experience of business functions and systems
• Experience in CRM management a plus.

KNOWLEDGE and ABILITY

• Strong organizational skills with high attention to detail
• Ability to think strategically and solve problems independently
• Ability to regularly complete projects within defined deadlines
• Ability to multi-task and maintain organized files and historical data
• Ability to navigate complex challenges with a results-oriented mindset
• Handle confidential donor information with sensitivity, integrity, and accuracy
• Proficient with Microsoft Office programs
• Exceptional time management
• Ability to consistently function within a mission that encounters high levels of trauma and triggering events

PHYSICAL DEMANDS:

The position requires sitting; climbing and/or balancing; stooping, kneeling, crouching and/or crawling; standing; walking; manual dexterity and eye-hand coordination; use of vision; pushing/pulling/lifting/carrying 25-50 pounds; and viewing desktop computer monitor and use of computer keyboard.

COMMUNICATION DEMANDS:

The position requires donor-centric communication with donors, co-workers, volunteers, clients, vendors, agencies, and the public; requires providing and receiving clear verbal and written instructions; requires writing/composing written language with grammatical accuracy; requires reading; requires exceptional grammar; requires visiting/working at other work-sites; requires the ability to utilize and adapt to technological advances organization-wide and as needed to communicate with external entities.

EQUIPMENT NEEDS:

Operates basic office equipment including and not limited to the use of: desktop computer, copier, fax machine, printer, telephone system, and a calculator. Access to and proficiency with MS Office 365, Sharepoint, databases, and project management tools.

DESCRIPTION OF WORK ENVIRONMENT:

Most work will be indoors and occasionally outdoors. Attendance at trainings/events with travel within the Hawaiian Islands may be required.

OTHER REQUIREMENTS:

Able to meet basic standards of physical, mental health, and communication demands specified by State and/or professional accreditation standards applicable to this agency. Initial/Annual criminal background check, pre-employment physical examination, compliance with agency policy are required.

Job Type: Full-time

Pay: $45,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

License/Certification:

• Driver's License (Required)

Work Location: In person