Facilities Office Manager

Feb 27 2023
Honolulu Museum of Art |Honolulu|Full Time
Job Description

TO BE CONSIDERED, APPLY DIRECTLY AT https://honolulumuse​um.org/employment/

Job Title: Facilities Office Manager

Department: Facilities

Supervisor: Facilities Manager

Employment Status: Full-Time

FLSA Status: Exempt

Work Hours: Monday-Friday 8:00am – 5:00pm. Some evenings and weekends as necessary.


About HoMA, the Honolulu Museum of Art:

Opened in 1927, the Honolulu Museum of Art is a home for art and education created for the benefit of the entire community. Originally established as the Honolulu Academy of Arts, founder Anna Rice Cooke envisioned a museum that would bring people together through the power of art and “the deep intuitions that are common to all.” The museum was conceived of as a place of meaningful exchange and dialogue, celebrating the diverse artistic and cultural traditions of Hawai‘i’s multi-ethnic population. From this founding intention grew the museum of today, with a world-class encyclopedic collection of more than 55,000 works of art, representing a stunning breadth of places and eras, from all corners of the globe and from the ancient past to the present day. Over the decades, the museum has become known for its strong tradition of art classes and community engagement, both inside the walls of the museum and beyond. In 2011 the Honolulu Academy of Arts merged with the dynamic and vibrant Contemporary Museum, reinvigorating the museum’s contemporary holdings and ushering in an opportunity for renewed commitment to the art of our time. The Honolulu Museum of Art was born.


As HoMA approaches its centennial in 2027, it is poised to embark on a new chapter guided by a renewed vision and Strategic Plan that focuses on HoMA’s core purpose: to be a home for art and education that exists for the benefit of the entire community, presented in a setting that prioritizes beauty, harmony, and promotes learning, self-awareness, and connection. With acknowledgment of HoMA’s history and purpose at the forefront, the Strategic Plan charts a course for HoMA’s next chapter in a rapidly changing world. It will transform HoMA into a relevant and sustainable 21st century museum where people of all ages and from all walks of life will be invited in and reinforce HoMA’s ability to bring the art of the world to Hawaiʻi and the art of Hawaiʻi to the world.


Minimum Qualifications:

  • Minimum of 2 years of experience with professional, comprehensive knowledge of an office administrative position.
  • Experience with basic business procurement processes, to include purchasing, processing invoices, shipping and receiving, and maintenance of records.
  • Ability to use Microsoft Office effectively.
  • Ability to maintain and cultivate supportive, can-do attitudes in a dynamic environment.
  • Ability to help coordinate activities, work collaboratively, and communicate with diverse stakeholders, to include contractors, vendors, and multiple departments across the museum.
  • Ability to embrace evolving technologies and processes.
  • Ability to take initiative.
  • Strong customer service and organizational skills.
  • Strong written and verbal communication skills.

Desired Qualifications:

  • Successful office manager experience.
  • Familiarity with maintenance management systems and processes, to include work order management (alternatively, familiarity with enterprise resource planning systems and processes would be desirable).
  • Ability to multi-task in a busy, fast-paced environment.
  • Expertise with Microsoft Office applications.
  • Strong knowledge of Excel, spreadsheets, and databases.
  • Highly organized with strong attention to detail.

Core Competencies:

  • Adaptability
  • Cost Consciousness
  • Initiative and Judgment
  • Planning and Organizing
  • Professionalism
  • Technical Proficiency

Essential Duties:

  • Oversees and/or conducts administrative tasks pertaining to care and operation of the HoMA campus.
  • Processes Facilities Department invoices and interfaces with the HoMA Finance Department accordingly. Assists with monitoring and tracking of Facilities Department spending, as well as budget preparation.
  • Maintains vendor/contractor data applicable to the Facilities Department. Ensures the renewal of registrations, certifications, etc. under the purview of the Facilities Department.
  • Serves as system administrator for HoMA’s computerized maintenance management system. Maintains asset hierarchies, preventive maintenance requirements, corrective maintenance requirements, and associated data.
  • Oversees the issuance and management of work orders; provides related assistance to the Facilities Manager with respect to department tasking and scheduling.
  • Maintains the physical and digital Facilities Department filing systems; oversees the records and retention needs of the department; retrieves information from records, emails, and other documents.
  • Oversees and/or conducts purchasing activities supporting the Facilities Department (e.g., Facilities Department materials, equipment, and supplies).
  • Oversees and/or conducts specified procurement activities managed by the Facilities Department on behalf of the larger HoMA staff (e.g., office furniture).
  • Oversees and/or conducts museum shipping and receiving processes.
  • Oversees an assistant with respect to all of the above duties. Delegates primary responsibility for select duties, in particular shipping/receiving and procurement support to the larger HoMA staff, to the assistant. In the absence of an assistant, conducts those duties.
  • Assists the Facilities Manager with research in areas such as construction, vendors, and policies as necessary.
  • Assists with accessibility initiatives across the campus.
  • Assists with historical preservation initiatives.
  • Demonstrates a commitment to fostering, cultivating, and preserving a culture of diversity, equity, and inclusion through respectful communication and cooperation with others at all times, continuous training, and modeling inclusive behaviors.
  • In partnership with the Human Resources Department, supports the museum leadership team in ensuring equitable experiences, strengthening inclusion acumen, and promoting a culture of inclusivity and belonging that embraces the contributions of all staff.
  • Carries out other duties as assigned by the Facilities Manager.

Traits and Characteristics:

  • Sets a standard for organization within the Facilities Department.
  • Eager and able to develop expertise with new tools and techniques.
  • Inspires confidence amongst Facilities Department and other HoMA employees.
  • Sets an example for clear and effective communication across the organization.
  • Fosters appreciation of safe work practices and regulatory compliance.
  • Initiates and sustains momentum without close supervision.

Working Conditions and Atmosphere:

Work can be performed with short deadlines and in sensitive, mission-critical situations. Regular office hours are required. Evening and weekend work may be required on a limited basis. Ability to move items weighing 20 pounds, and occasionally up to 40 pounds, is required. Work will occasionally require ability to climb, balance, stoop, kneel, crouch, or crawl.


Diversity, Equity, Accessibility, and Inclusivity:

HoMA welcomes people from all backgrounds and walks of life, and this is reflected in our diverse community of employees. We encourage applications from candidates across a wide variety of backgrounds, including, but not limited to, people of all races and ethnicities, people with disabilities, women, veterans, and all members of the LGBTQ community.


Equal Employment Opportunity:

HoMA is proud to be an equal opportunity employer and is committed to providing equal opportunity for all employees and applicants. HoMA recruits, hires, trains, promotes, compensates, and administers all personnel actions and benefit programs without regard to race, color, ancestry, religion, sex, including pregnancy and gender identity and expression, national origin, age, disability, sexual orientation, reproductive health decisions, marital status, arrest and court record, citizenship, credit history, military and veteran service, victim of domestic violence or sexual abuse victim status, genetic information, or any other characteristic protected by applicable federal, state or local law.

The statements contained herein describe the scope of the responsibilities and essential functions of this position but should not be considered an all-inclusive listing of work duties and requirements. Individuals may perform other duties as assigned including work in other areas to cover absences or relief to equalize peak work periods or otherwise balance the workload.

HoMA maintains a policy of nondiscrimination in all employment practices and decisions, ensuring equal employment opportunities for all qualified individuals. This applies to both HoMA employees and applicants for employment with the museum. Any form of harassment of any employee because of any protected status is also prohibited.