Board of Trustees Chief of Staff

$138,696 to $170,304 per year. Starting salary may be between the minimum and maximum salary range provided, based on qualifications.

GENERAL PURPOSE OF POSITION

The Chief of Staff serves as the Board Chair’s chief policy advisor. This position is responsible for the Chair’s office. It also manages and directs all operations and staff of the Chair’s Oʻahu and district office(s), while coordinating the Chair’s activities with other Trustee office(s). The Chief of Staff reports directly to the Chair of the Board of Trustees (BOT).

This position is tasked with the following responsibilities:
1. Assisting the Chair in managing the daily productivity of the BOT and the staff of each Trustee.
2. Addressing the confidential needs of the Chair.
3. Overseeing the staff of the Chair’s office.
4. Coordinating daily BOT staff functions and operations.
5. Acting as a liaison between the Chair/BOT and the Chief Executive Officer (Ka Pouhana), OHA executive team, administrative staff, legislative staff, government agencies, and community leaders as directed.

This role carries significant authority to ensure the efficient and professional operation of the Chair’s office and staff, requiring poise and administrative expertise.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES

A. Administrative Responsibilities

1. Plan and manage the daily operations of the Chair’s office and staff.

2. Assist the Chair in reviewing BOT policies, rules, strategies, and procedures; provide analysis and recommendations to Trustees, BOT staff, and Administration.

3. Identify opportunities to enhance BOT operations, governance, long-term
planning, and issue resolution, and recommend both immediate and long-term actions.

4. Oversee BOT and Committee meetings, ensuring compliance with legal requirements, including filing agendas, recording and distributing minutes,
processing testimony and reports, and fulfilling related requests.

5. Review and route correspondence to and from the Chair, assisting with research, responses, and follow-up.

6. Analyze reports and studies submitted to the Chair, BOT, and/or Administration.

7. Represent the Chair or BOT at conferences, conventions, meetings, and
hearings, as requested.

8. Track and inform the Chair of administrative actions and BOT decisions.

9. Assist BOT and Committee Chairs with agenda development, BOT item reviews, and follow-up on action items from meetings.

10. Ensure BOT governance reports are provided on schedule, overseeing development and distribution.

11. Monitor BOT compliance with legal guidelines and governance best practices in consultation with OHA’s Corporate Counsel.

12. Supervise logistics for BOT events, including Investiture, State of OHA addresses, and community information sessions.

13. Develop and coordinate onboarding for newly elected or selected Trustees, ensuring a comprehensive onboarding plan is ready for execution immediately post-election or selection.

14. Coordinates the development of the BOT’s annual budget by collaborating with the Chair, Trustees, and key staff to identify priorities, align funding with strategic objectives, and ensure fiscal responsibility.

15. Assists with developing contracts for the BOT by drafting and refining contract terms, scope of work, deliverables, and performance metrics to ensure clarity and alignment with the BOT’s objectives. Collaborates with legal, administrative, and program teams to address compliance requirements, mitigate risk, and secure the necessary approvals for execution.

16. Perform other duties as assigned by the Chair.

B. Operational Responsibilities

1. Direct, coordinate, and evaluate activities of the Chair’s office and assigned personnel (e.g., Private Secretary to the BOT Chair, Trustee Secretary, and Trustee Aide).

2. Ensure efficiency, productivity, and professionalism among the Chair’s staff.

3. Coordinate activities across BOT staff to ensure smooth operations.

4. Consult BOT Counsel or OHA Corporate Counsel on BOT Executive Session agenda items.

5. Oversee the preparation and confidentiality of BOT Executive Session minutes.

6. Conduct regular meetings with Chair’s staff and assist in their formal semiannual
performance evaluations.

7. Draft speeches for the Chair in collaboration with OHA Communications and Administration teams, and supervise speechwriting for other Trustees representing OHA or the BOT Chair at public events.

8. Monitors the implementation of the approved BOT annual budget, ensuring compliance with organizational policies and addressing any adjustments needed throughout the fiscal year.

9. Monitors compliance with contracts by reviewing terms and deliverables, ensuring that all contractual obligations are met and align with organizational policies and objectives. Review contractor invoices for accuracy and completeness before payment, verifying that services rendered align with contract specifications. Ensures fiscal compliance by adhering to budgetary constraints, regulatory requirements, and establishing financial protocols.

MINIMUM QUALIFICATIONS

Education, Training and/or Experience

1. Graduation from an accredited four (4) year college or university with a bachelor’s degree in public administration, political science, business, or a related field. Advanced academic or professional degrees, such as a Juris Doctorate in Native Hawaiian Law preferred.

2. Basic knowledge of the Hawaiian language (ʻŌlelo Hawaiʻi). Fluency preferred.

3. Familiarity with the four major elements of the Kumu Honua Mauli Ola framework.

4. Ten (10) years of relevant experience demonstrating the required knowledge, skills, and abilities. Five (5) years of experience in a similar position in public administration or a community-serving organization preferred.

Knowledge, Skills and Abilities

1. Must have working knowledge of:

• Principles of public and business administration, supervision, and program planning.
• Structure and functions of state government and OHA.
• Federal and state laws and country regulations.
• Public relations, supervision, and legislative processes.
• Hawaiian culture, language (ʻŌlelo Hawaiʻi), customs, issues, and concerns.

2. Must have demonstrated skills or ability in:

• Plan, organize, develop, coordinate, and review staff activities.
• Build and maintain cooperative relationships with public officials, government staff, community leaders, and stakeholders.
• Develop and implement programs and policies aligned with OHA's goals.
• Build coalitions, engage stakeholders, and lead collaborative processes.
• Communicate clearly and tactfully, both orally and in writing. Excellent communication and organizational abilities.
• Demonstrate a commitment to servant leadership.
• Exhibit an outstanding work ethic.
• Exhibit hustle, grit, perseverance, and professional temerament.
• Demonstrate critical thinking and sound decision-making skills.
• Demonstrate creativity, innovation, adaptability, and the ability to manage competing demands.
• Have discretion, independent judgment, and initiative.
• Ability to perform under stressful conditions while maintaining professionalism.

How To Apply

To apply for this position, submit the following documents:

• Resume or Curriculum Vitae (CV): Detailing professional experience, education, and accomplishments.
• Cover Letter: Explaining your interest in the position, how you meet the qualifications, and your vision for the role.
• Writing Sample: Responding to the prompts listed in the Writing Sample Requirements section below.
• References: A list of three professional references, including contact information and their relationship to you.
• Educational Transcripts: Copies verifying educational qualifications (official transcripts may be requested later).
• Professional Certifications or Licenses (if applicable).
• Optional Portfolio: Showcasing relevant work, such as policy proposals or strategic plans.

Submit application documents to:

OFFICE OF HAWAIIAN AFFAIRS
560 N. Nimitz Highway, Suite 200
Honolulu, Hawai‘i 96817
Attention: Human Resources

Or via email: careers@oha.org

Writing Sample Requirements:

1. What are your strengths and weaknesses, and how would you address your weaknesses if selected as Chief of Staff?
2. Describe your management philosophy and experience in managing people, including handling staff counseling and terminations.
3. Identify the top three challenges currently facing OHA and provide one actionable suggestion for each challenge.
4. Provide an example where you demonstrated servant leadership.

Applications must be submitted by Monday, January 25th, 2025 at 4:30pm HST.

Office of Hawaiian Affairs (OHA) employees must be permanent Hawaii residents. Out-of-state applicants who are offered employment with OHA will need to relocate to Hawaii and establish permanent residency.

An Equal Opportunity Employer

Job Type: Full-time

Pay: $138,696.00 - $170,304.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person

Salary : $138,696 - $170,304