Operations Specialist

Job Posting Title

Operations Specialist

Employee Type

Regular

Recruiting Start Date

09-11-2026

Job Exempt?

Yes

Recruiting End Date

09-24-2026

Aloha mai! Mahalo for your interest in Kamehameha Schools. If you are looking for an opportunity to utilize your skills and talents and grow in your profession, while serving and strengthening our Native Hawaiian community, we would love to have you join our ʻohana!

Kamehameha Schools, Hawaii Campus is currently looking for an Operations Specialist for our Campus Operations Team. This position will be joining a busy and dynamic team that is responsible for campus operations (Facilities, Grounds, Custodial, Building Maintenance, Security & Water Safety).

Kuleana

Administrative & fiscal kuleana to include departmental budgeting & reporting, procurement/purchasing, p-card reconciliation and more.

Use data to identify trends & generate insights that support informed decision-making.

Project coordination

Operations administrative support

In addition to having a strong administrative background, our Ideal Candidate…

Has prior experience with budgeting and/or finance

Is skilled in analyzing data & transforming it into meaningful insights

Is highly organized, but has the flexibility to pivot when needed

Is a strong communicator with a collaborative, team-focused approach

Job Summary

Lead operational functions involved in complex, multidimensional processes for both sustained efforts and ad-hoc projects across the division. Support an array of fiscal functions, including procurement, reconciliation of payments, and reporting. Provide project management relative to project team communications, coordination, pacing of work to meet deadlines, and reporting. Address customer service related inquiries, including responding via telephone and online communications.

Essential Responsibilities

Project Management

Serve on project teams to ensure smooth, consistent functioning of team communications, meeting scheduling, work coordination, responsiveness to administrative directives, and adherence to deadlines.

Advocate to division leadership regarding matters that would assist project teams with the successful completion of assigned projects.

Train with division subject matter experts relative to content and skill areas to be able to provide substantive assistance in specific areas as a key contributor to project team development efforts.

Community Resource

Responsible for front-line communications and interfacing with community stakeholders.

Support community events, workshops, and conferences to provide information and assistance with registration processing for key KS initiative opportunities.

Develop systems to ensure awareness of current information and related processes regarding ongoing and upcoming opportunities offered by KS or KS partners; online or in-person, statewide.

Responds to or redirects inquiries, concerns, or suggestions from parents of learners, adult learners, community organizations, and potential donors regarding KS Kaiāulu.

Active participant in efforts to improve programs, providing suggestions and implementing approved revised approaches.

Work with other division members or other parts of the organization to develop and implement systems to assess the efficacy of the above functions relative to the needs and interests of community members, community organizations, and KS staff stakeholders.

Fiscal Duties

Responsible for major fiscal functions for the division.

Prepare, review and monitor division-wide project budgets including the preparation and submission of monthly and quarterly variance reports and EOY Accrual reporting.

Assist with the reconciliation of all project expenses.

Assist project leads and community liaisons with the preparation of formal agreements for community partnerships.

Work with project leads to administer contracts and to manage contractors.

Check budgets to ascertain if funds are available for expenditure requests and ensures proper budget codes and cost center accounts are applied to the requests.

Prepare, process and monitor purchase requisitions, vendor invoices and payment requests, general ledger adjustments and other financial records.

Ensure all expenditure requests comply with procurement policies and procedures and are transmitted for approval and further processing.

Ensure forms and requisitions are routed for required follow-up action.

Analyze budgets to recommend reallocation of funds and improved future budget allocations.

Analyze fiscal processes of the division to recommend and implement improvements, as approved by management.

Operations Support

Serve as the lead regarding key division systems and processes, ensuring that various streams of effort are cohesively managed and supported and that issues that arise are addressed and solved.

Develop, implement, improve, and maintain processes for the smooth operation of key division functions and complex ad-hoc projects as they arise.

Create online systems and repositories to receive, verify, and organize documents for easy retrieval by appropriate staff members.

Serve as a key communication node to receive and disseminate information to division staff, and ensures timely completion of tasks required.

Manage key office administrative functions for the division.

Other Duties

Provide clerical support including, but not limited to: scheduling and coordination for meetings – meeting location & other logistics, meeting agendas, meeting notes and minutes, finalization /distribution of minutes; drafting memos and/or correspondence, copying/filing of documents, distribution of documents and information as instructed, maintenance of files and records.

Compose draft communications on behalf of division leadership regarding routine matters.

Serve as an objective reviewer of draft communications intended for such audiences as community members or division staff.

Perform other related duties as assigned or requested.

Position Requirements

Minimum Qualifications - A combination of education and experience may be substituted for the requirements listed.

Bachelor's Degree in Business Administration or related field.

Minimum 2 years of directly related work experience.

Demonstrated organizational skills required to handle multiple assignments, complex tasks, timelines and deadlines.

Experience in handling the full array of fiscal responsibilities needed for a division’s fiscal functions.

Demonstrated strong customer service orientation and the ability to organize, analyze, prioritize, and problem-solve within a fast-paced office environment with frequent interruptions.

Ability to adapt work-style as needed to be effective both independently, as well as in collaboration with others in an environment of review and feedback.

Ability to work on teams and serving in both leadership and support roles.

Ability to consider the ultimate impact of decisions and actions on internal and external partners and constituents.

Strong collaboration, communication and interpersonal skills.

Ability to manage confidential information and sensitive situations.

Proficient in using Microsoft Windows and Office Suite products, primarily Windows, Excel, Word, and Outlook OR proficiency in the similar suite of Google applications.

Ability to establish and maintain good relationships within the respective island communities.

Excellent communication, organizational and writing skills to effectively address a variety of audiences.

Business and management skills; strong organizational skills

Strong organizational skills to prioritize and handle complex, multiple, simultaneous projects and meet established timelines and deadlines.

Demonstrated ability to remain flexible in a demanding work environment and to adapt to a rapidly changing environment.

Ability to analyze and conceptualize