Administrative Manager

Mar 07 2023
Kupu |Honolulu|Full Time
Job Description

Administrative Manager



Kupu is a 501c3 nonprofit organization that aims to empower youth to serve their communities through character building, service learning, and environmental stewardship. Kupu aims to train and equip young adults in Hawaii and throughout the Pacific Rim with work skills, life skills, and knowledge to help them become successful as individuals and as part of the greater community.  Kupu is staffed by people with a heart to better Hawaii while working as a team with a purpose of doing what is pono and doing what is best for Hawaii and its people. Kupu is a team-focused, vibrant, and synergistic organization whose culture is dynamic and seeks to make a larger impact on Hawaii. 


Kupu Mission

“To empower youth to serve their communities through character-building, service-learning, and environmental stewardship opportunities that encourage integrity (pono) with Ke Akua, self and others.”


The Administrative Manager coordinates Kupu’s program members’ administration system and general workflows. They will supervise an administrative team and ensure daily tasks are completed seamlessly.


The Administrative Manager has excellent communication and organizational skills. The ideal candidate will be well-versed in departmental procedures and policies and will be able to actively discover new ways to do the job more efficiently.



Reports toOperations Manager


The Administrative Manager should have:

  • Strong administrative skills necessary to organize, prioritize, oneself and others
  • Experience in managing multiple projects or events while working as a team player
  • Experience in managing others as a mid-management position, overseeing staff and members.
  • Extremely detail-oriented and thorough
  • Effective communicator with a positive attitude
  • Be able to show good judgment
  • A life learner with excellent problem-solving skills

Position Duties

This position is a full-time position that includes, but is not limited to, the following duties:

  • Assist in the management of specific grants awarded to programs including but not limited to program implementation, budgets, and reporting.
  • Collaborate with the Operations Manager to ensure operational efficiencies and execution, while identifying opportunities to improve policies or objectives.
  • Assist and support Operations Manager with strategic planning for operational growth.   
  • Develop strong relationships with cross-functional teams and programs.
  • Lead the Environmental Leadership Development Initiatives administrative team
    • Supervision
      • Supervise the day-to-day operations of the administrative team.
      • Hire, train and evaluate staff and take corrective action when necessary.
      • Promote Kupu culture among the team.
    • Compliance
      • Ensure administrative department is operating in compliance with grant terms and conditions, with heavy focus on AmeriCorps requirement
      • Maintain proactive communication with program managers and supervisor regarding areas that Kupu may need to seek assistance or approval from funder
      • Monitor grant updates and ensure that the administrative department responds to relative changes and/or implements new requirements as necessary
    • Develop, implement, coordinate and evaluate program needs, goals, programs, delivery systems, and outcomes as follows:
      • Effectively coordinate program administrative requirements
      • Oversee, organize, and coordinate program logistics
      • Develop, review and improve administrative systems, policies and procedures.
    • Recruiting
      • Assist with member recruitment, interview, and selection process
      • Confirm applicants qualify for positions and ensure appropriate trackers are updated
  • o Data and Administrative Tasks
      • Ensure members and sites are fulfilling their requirements by submitting timesheets, data, evaluations, surveys, and other paperwork in a timely manner
      • Maintain statistical information on program performance and prepare for reporting
      • Oversee the collection, organization, process, and tracking of program applicants’ paperwork (applications, resumes, waiver forms, member contracts, etc.); Help to ensure incoming paperwork is complete and accurate
      • Assist with the creation of applicant lists and manage program rosters
      • Enroll and exit members from the system used
      • Prepare and/or send out communication materials, such as acceptance packets, letters of regret, and information to recipients
      • Collect and prepare data pertinent to reporting, measuring program success, and tracking program impact
      • Prepare materials for meetings and other events
      • Conduct staff background checks as needed
      • Answer phone calls and respond to inquiries
      • Run errands as needed
    • Payroll Administration
      • Back-up for the Payroll Specialist should they not be available.
        • Responsible for the accuracy and timeliness of bi-weekly payroll for program participants (200+ participants).
        • Must be able to review time cards, compute wages, reconcile wages, overtime, and other types of pay with accuracy and compliance.
        • Assist in the maintenance of employee records and adhere to all state and federal laws.
        • Post, update and reconcile all employee-related payroll deductions.
        • Manage and administer pay processing outside of normal routine runs.
        • Resolve any issues/questions by supervisor or other parties in a timely and professional manner
        • Work and communicate closely with Professional Employer Organization (PEO) and multiple payroll providers in Hawaii and other Pacific territories. Communication includes any payroll updates that include, but are not limited to, revisions to timesheets, personnel updates and approver access.
        • Edit payroll software for changes in member status.
        • Provide necessary communications to program staff.
    • Follow Up/Program Development
      • Evaluate areas of responsibility and look for ways to streamline operations
      • Track results and long-term impacts
      • Ensure that programs run smoothly and efficiently
    • Other duties as needed


Position Requirements

Administrative Manager must meet the following minimum requirements:

  • Available full-time Monday through Friday, as well as for possible weekends, evenings, and periodic neighbor island travel
  • Meet Kupu’s Criminal History Background Check and driver’s abstract requirement
  • Possess a valid Driver’s License
  • High school diploma
  • High level skill set in the use of Microsoft Office Programs



The Administrative Manager is preferred, but not required, to have the following:

  • Bachelor’s degree
  • Experience or interest in working inter-generational and in environmental conservation


Administrative Manager reports to:  Operations Manager of the Environmental Leadership Development Initiatives program

Apply: Interested applicants can apply at:​/E3QD


Please direct any questions or inquires about this position to [email protected]