Operations Specialist

Location: Honolulu, HI (677 Ala Moana Blvd)

Reports to: VP of Operations

Type: Full Time, Non-Exempt

Kupu’s Story

Kupu, which means “to sprout” or “to grow” in Hawaiian, has a two-fold mission: to preserve the land while empowering youth. The organization provides hands-on training in conservation, sustainability, and environmental education for young adults, with the goal of fostering our next generation of environmental and cultural stewards. Kupu’s work has been likened to the role of the kupukupu fern, which is one of the first plants to recultivate the land after a lava flow. The fern not only serves as a foundational species for rebuilding a healthy, native ecosystem, but it also symbolizes a place where knowledge can grow.

Established in 2007 as a 501(c)3 non-profit, Kupu empowers future generations to create a more sustainable, pono Hawai‘i.  Kupu accomplishes this by partnering with conservation and sustainability focused agencies throughout the state and pacific in providing hands-on service opportunities which educate and mentor young adults and emerging professionals to become stewards of our communities and environment.  Since 2007, Kupu has risen to meet the increasing demands of the green job sector by engaging over 3,000 youth in the areas of conservation, sustainability, and environmental education. Kupu affirms the Hawaiian notion of “ma ka hana ka ʻike” or “in working one learns.”  This approach has led to the creation of hundreds of service-learning opportunities which assists in the development of Hawai’i’s emerging professionals in the green job sector while supporting over 150 conservation and sustainability organizations across Hawaiʻi and the Pacific region.

Kupu’s 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.”

Kupu’s CHOSEN Values

C         Character

H         Humility

O        ‘Ohana

S          Service

E          Excellence

N         Nobility

Position Overview

The Operations Specialist will work throughout the organization to assist with a wide range of projects, tasks, and duties in support of Kupu’s goals and objectives. The scope of support varies from clerical and administrative tasks to complex and nuanced projects. The Operations Specialist may also work with sensitive information and must use their discretion to maintain a high level of confidentiality and integrity. The Operations Specialist will collaborate with both internal and external stakeholders at the operations and program levels of the organization as needed. Independent judgement is required to plan, prioritize and organize a diverse workload.

The Operations Department aims to optimize processes and improve efficiency across all facets of the organization, fostering a culture of continuous improvement. Our goal is to ensure seamless coordination between various teams, minimize operational risks, and deliver exceptional service to both internal and external stakeholders.

Support VP of Operations:

• Assists the VP of Operations in supporting, planning, and coordinating a broad range of operational activities. Initiates follow up with partners and Kupu staff as needed.
• Serves as a point of contact for teams to ensure projects remain in synergy and on task.
• Communicates with the VP of Operations and Program teams to keep projects aligned with desired goals. Provide project updates to various stakeholders.
• Assists with research as needed by the VP of Operations and relevant teams.
• Collaborate with cross-functional teams, including finance, communications, and program teams, to align operational needs and priorities.
• Provide support and guidance to program staff participating in operational activities.

Administration Support:

• Assist in maintaining accurate records and databases related to operations, participants, and resources.
• Help manage the operations department’s calendar, scheduling meetings, appointments, and coordinating logistics.
• Takes, distributes, and compiles meeting notes as needed.
• Edits and formats outgoing documents as needed.

Operations & Program Logistics:

• Facilitating cross-channel feedback from staff to management and executive teams
• Collaborating with program management and department heads to determine yearly KPIs and team goals.   
• Observing, reviewing, and analyzing processes to identify inefficiencies and areas where improvements could be made.
• Identifying and resolving any potential areas of policy and protocol improvement.
• Maintaining and enforcing clear operational guides to ensure consistency of operations.
• Delivering reports to VP of Operations, department heads, and management teams to provide insight into the overall efficiency of the programs and organization.
• Provide support to various programs, including preparing documents, reports, and presentations, and operations tasks as needed.

Travel and Logistics:

• Organize and manage program logistics, including but not limited to facility reservations, travel logistics, and lodging.
• Book flights, hotel, and car reservations as well as any changes and cancellations
• Ensure that logistics are prepared and presented/communicated in a clear, organized form.
• Assist with team scheduling and planning, including events and meeting confirmation with participants and partners (orientations, service projects, workshops, training, etc.)

Vehicles:

• Collaborate with Operations Coordinator on efficiency of vehicle policies and protocols.
• Support Operations Coordinator with vehicle-related tasks as needed.
• Propose major changes of policies and protocols to VP of operations to ensure compliance and safety.

Inventory:

• Collaborate with Operations Coordinator on efficiency of inventory policies and protocols.
• Support Operations Coordinator with inventory-related tasks as needed.
• Propose major changes of policies and protocols to VP of operations to ensure compliance and safety.

Operational and administrative duties as needed by overall organization.

Minimum Qualifications:

• 2-5 years of experience in operations and/or project management.
• Available full-time Monday through Friday, as well as occasional weekends and evenings.
• Possess a valid driver’s license and meet Kupu’s driving abstract requirements. 
• Willing and able to travel for program events, as needed.
• Must meet Kupu’s criminal history background check requirements. 
• Proficient with Microsoft Office programs (i.e. Excel, Word, Outlook, Office365, Teams).
• Effective verbal and written communication skills.

Preferred Qualifications:

• Bachelor’s degree in business administration, Business Management or related field.
• Office administrative experience.
• Experience with planning and coordinating programs and events.
• Salesforce and Asana experience. 

Compensation and Benefits:

• Pay commensurate with experience.
• Employer Paid Health Benefits.
• PTO.
• 401(k) plan with up to 4% match (eligible after one year and 1,000 hours of service).
• Other lifestyle benefits (travel, entertainment, gym reimbursement).

*In accordance with Federal Law, Kupu is prohibited from discriminating on the basis of race, color, national origin, sex, age, or disability