Manager, Program Processes Job Listing at Kamehameha Schools in Honolulu, Hawaii (Job ID JR-05431)

Description

Job Posting Title

Manager, Program Processes

Employee Type

Regular

Recruiting Start Date

12-16-2024

Job Exempt?

Yes

Recruiting End Date

Open Until Filled

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' Education Support Services team is currently looking for a Manager of Program Processes to lead a team of Financial Aide professionals.

Our ideal candidate will have...

• Experience managing teams of about 5-10+ direct reports. (specifically, managing a team that is responsible for high-volume processing.)
• Solid background in Financial Aide.
• A desire to serve our families and improve upon their experience.

This is an onsite position, based out of our Kawaiaha'o Plaza location.

Unfortunately no relocation assistance or visa sponsorship is available.

Job Summary

Manages the processes for various KS program administration.  Supervises work activities of various levels of staff through functional teams such as intake, evaluation or analysis.  Develops, reviews, implements and maintains process to accurately and efficiently assist applicant families with application completion and support documentation compilation in various ways.  Reviews program processes end-to-end (recruitment, marketing, application, required documentation and necessary evaluation steps) to improve application evaluation and completion rates to meet program needs such as seats or awarding.  Works with Quality Assurance function to monitor and make continuous improvements to the process through proper documentation.  Manages all processing correspondence (letters, memorandums, reports, etc.) in an accurate, timely and efficient fashion.  Prepares or assists in the preparation of regularly scheduled or special reports.  At times, may be involved with the organization and coordination of program packet preparation, distribution and mass-mail outs.  Works collaboratively to support and coordinate community workshops and informational sessions with programs so recruitment goals are met.  Is responsible for the proper use and training of processing systems to support timely and accurate processing. Manages systems work activities to support program statistical and operational uploads/downloads, validations and reporting.  Understands, supports, and enforces Kamehameha Schools' policy and procedures.  Responsible for directing the efforts of the processing teams to include effectively managing performance, facilitating work efforts, and providing leadership, guidance, training, and coaching.

Essential Responsibilities

Operations

• Responsible for the management of processing of program(s) processes by directly managing the activities of the process activities such as intake, evaluation and/or analysis. Works with other KS statewide program or support groups to achieve processing and program goals. 
• Manages and coordinates operations through process maintenance and updates which determine applicant eligibility for KS programs.
• Reviews program processes end-to-end (application, required documentation and necessary evaluation steps) to improve application evaluation and completion rates to meet program needs such as seats or awarding. 
• Monitors and makes continuous improvements to program processes through proper documentation. 
• Manages all processing correspondence (letters, memorandums, reports, etc.). 
• Prepares or assists in the preparation of regularly scheduled or special reports. 
• Supports and coordinates community workshops and informational sessions with programs so recruitment goals are met.  
• Oversees use and training of processing systems to support processing.
• Directs the efforts of the processing teams to include managing performance, facilitating work efforts, and providing leadership, guidance, training, and coaching.
• Identifies and resolves processing issues and mitigates potential processing risks.
• Controls, reviews and approves/denies all reconsiderations which impact seating/invites or awarding.
• Responsible for controls and practices/procedures within areas of responsibilities including strong internal controls to safeguard the assets of the organization.

Communication and Community Relations

• Manages through responses to various escalated situations, including in person responses or correspondence such as inquires, complaints, regrets, explanation of program requirements, etc.
• Communicates with support teams processing issues to help families with the application process. Addresses concerns and/or questions escalated via prior communications regarding application status or outcome. 
• Monitors interactions with families/constituents to ensure compliance with company and legal guidelines and reduces identified risk areas . 
• Leads coordination of annual recruitment/marketing plan for various programs with KS internal departments.

Technology and Technical Ability

• Responsible for legacy system maintenance. This includes determination of system enhancements and customizations and reporting updates that allow for improved processing.
• Manages all systems needed to perform various processing activities such as intake, review/analysis and inviting/awarding of various programs. Ensures annual enhancements and upgrades are requested and/or performed, tested and implemented.
• Provides requested program-related data.  Prepares and analyzes reports for management and EdSS reporting.  Profiles and analyzes data to support program enhancements. Prepares special ad hoc reports.
• Participates in a variety of technology projects as needed as Subject Matter Experts (SMEs) and/or functional specialist.

Supervision

• Performs general supervision duties by making recommendations for hire/termination, conducting regular performance feedback and providing leadership, coaching, counseling, guidance, training and staff development as appropriate.

Position Requirements

Minimum Qualifications- An equivalent combination of education and experience may be considered in lieu of the requirements listed.

• Bachelor's Degree in business or a related field.
• Minimum of 5 years experience in a directly related field.
• Strong technical and analytical skills to prepare, analyze, and comprehend financial statements, reports and spreadsheets.
• 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 delegate and remain cognizant of assigned task and outcomes.
• Ability to understand processes and identify common cause and effect impacting a process and implement process improvements.  Able to initiate business process reengineering/improvement efforts and change management processes and implementation of these solutions.
• Ability to facilitate complex confidential discussions with internal stakeholders and constituents.
• Ability to analyze and conceptualize, and to work independently with a high degree of accuracy and with highly confidential information.
• Strong communication (verbal and written) and interpersonal skills to work effectively with management and staff at various levels in the organization as part of a technical team.
• Exceptional communications skills to work with indigent families by explaining complex processes and requirements.
• Must be able to facilitate group meeting and demonstrate the ability to drive to consensus.
• Ability to be flexible, learn new systems and processes as required.
• Solid understanding of and appreciation for local cultures.
• Progressively responsible professional experience in guiding, directing and supervising an operating unit responsible for accurate, timely and volume processing.
• Knowledge of processes and internal controls in a business environment and experience with business process re-engineering and change management projects. 
• Ability to implement a change management program.
• Supervisory experience to include the ability to provide career and skill guidance to staff to increase performance in job.

Preferred Qualifications

• Knowledge of the mission and values of Kamehameha Schools.
• Experience with high volume processing.
• Proficiency in MS Office products including MS Access and Excel.
• Familiar with and utilizes various systems to manage timely and accurate processing.
• Experience and knowledge in Education Support Services.
• Experience with secured document handling and disposal.
• Skills in creating exception reports, status reports and other management reporting devices.
• Experience in conducting (speaking) public meetings.

Physical Requirements

• Frequently sit, perform desk-based computer tasks, and grasp light or fine manipulation.
• Occasionally stand/walk, write by hand, and lift/carry/push/pull objects that weigh up to 10 pounds.
• Rarely twist/bend/stoop/squat, kneel, crawl, climb, reach/work above shoulder, grasp forcefully.

Working Conditions

• This position may involve traveling to various locations, including neighbor islands to conduct business.
• Work is conducted in an office/school environment and may require work to be conducted in non-standard workplaces.
• Work is typically conducted Monday through Friday at normal business hours but evening and weekend hours may be required to meet goals and objectives.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by incumbents assigned to this job. This is not intended to be an exhaustive list of all the responsibilities, duties and skills required. The incumbent may be expected to perform other duties as assigned.

For internal use only: #LI-CAR

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities.  Please contact us at hr@ksbe.edu or 808-534-8040 if you require a reasonable accommodation to apply for a job or to perform your job.  Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

Work Year

12

Pay Range

84,900.00 - 121,000.00 Annual

Compensation and Benefits

Based on the compensation range provided below, salaries are commensurate with job-related experience, skills and competencies, education, internal equity, length of work year, and other organizational needs.

At Kamehameha Schools (KS), we recognize that compensation is just one facet of a fulfilling employment experience. Our commitment lies in fostering a positive work environment and equipping employees with the necessary resources to excel every day. Our Total Rewards Program embodies KS's dedication to the physical, mental, and financial well-being of our employee ʻohana. Explore our comprehensive Benefits Summary for more information.

Primary Location

Kawaiahao Plaza

City, State

Honolulu, Hawaii

Additional Locations

 Apply on company website