Compliance Manager

Type: Full-time, Exempt

Location: Honolulu, HI (Hybrid schedule)

Reports to: VP of Compliance

Established in 2007 as a Honolulu-based 501(c)3 non-profit, Kupu empowers future generations to create a more sustainable Hawai‘i. The organization provides hands-on training and national service programs that educate and mentor youth to become stewards of culture and environment. Kupu has provided opportunities which have trained more than 4,000 young adults and emerging professionals in conservation, sustainability, and environmental education. These young adults have supported Kupu partners to provide more than 3 million hours of service, which has culminated in planting over 1 million native plants and removing over 100,000 acres of invasive species. For their service, Kupu has presented $5.5 million in education awards to support the continued growth of its members. To date, Kupu has generated more than $130 million in economic benefits to the state of Hawai‘i.

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.”

Position Overview

Under the direction of the VP of Compliance, the Compliance Manager (CM) ensures that the organization is operating and spending funds in compliance with grants, contracts, laws, and regulations. The Compliance Department works across all programs and serves somewhat as a bridge between Operations, Programming, and Accounting. CM will work closely with programs and finance to translate information, manage agreements and budgets, track progress, maintain accurate records, monitor compliance, and communicate laterally and vertically. The ideal candidate will not only have a passion for the work we do at Kupu, but will also bring experience in reviewing and managing grants/contracts and budgets, have strong organization skills, be able to hold themselves accountable, and is collaborative. In addition, the candidate will bring flexibility, have attention to detail, be willing to problem solve and improve processes, be objective in decision-making, and have strong integrity.

Essential Duties and Responsibilities

• Conduct oneself with aloha and drive Kupu’s culture.
• Conduct oneself with integrity, credibility, professionalism, and unwavering commitment to Kupu’s mission.
• Serves as a role model for Kupu’s culture, mission, and CHOSEN Values.
• Other duties as assigned.

External Communication & Partnership Management

• Consults Program and communicates with federal grant/contract officers regarding matters that affect agreements.

Awards & Award Modifications Process

• Vets and analyzes proposals to ensure Kupu is able to meet requirements/expectations. Identifies potential risks and provides recommendations.
• Reviews new agreements and comprises a summary for review by Program and VP of Compliance.
• Manages budget templates and predetermined language that optimizes use of funds and mitigates compliance risks.
• Ensures any award budget modification is properly approved and documented.
• Assists with program and budget modification plans if necessary.

Compliance & Budget Management

• Monitors day-to-day operations for noncompliance and/or compliance risks, while maintaining a full understanding of all program operations and spending as a proactive approach to compliance monitoring.
• Assists in conducting internal audits as part of monitoring efforts.
• Meets and maintains communication with program staff to remain up to date with program. changes that affect award progress, budget, compliance, and deliverables/results.
• Ensures proper documentation is gathered and maintained to demonstrate compliance, which may include email communication or written guidance from funders, internal memos explaining compliance incidents, backup documentation for unusual or one-off circumstances, or other documentation summarizing important decisions and courses of action.
• Where necessary, works in conjunction with Compliance Dept on corrective action plans.
• Provides guidance to Programming and Operations on compliance matters affecting. grants/contracts, including expense allocation matters.
• Alongside Programming/Operations, provides oversight on match requirements, including gathering and/or reviewing appropriate documentation for in-kind match.
• Assists in the development and documentation of Kupu work processes, policies, procedures and guidelines.
• Assists in reviewing and developing SOPs to mitigate compliance risks and strengthen internal controls.
• Assists with developing and conducting training to maintain a culture of organizational compliance.
• Discusses compliance issues immediately with VP of Compliance and other appropriate parties.
• Assists in preparing and analyzing allocation data for fiscal use (e.g. AC split, All Staff Allocation).
• Assists in audit preparations.

Oversight of Organization Master Agreements (MA) and Statements of Work (SOW) with Partners

• Works with Admin and Program Leadership to ensure MA’s, SOW’s, site fee memos, and amendments are being created and executed according to Kupu’s policies
• Reviews and approves updates to MA’s, SOW’s, amendments, and associated templates
• Evaluates and adjusts the MA/SOW processing system, as necessary, to improve timeliness, thoroughness, and efficiency
• Provides review and approval of placements relating to funding agreements
• Ensures that there is follow up with Program should there be any issues or outstanding agreements
• Ensures Kupu Master Agreement (MA), Statement of Work (SOW) records, site fee memos, and program rosters/records (e.g. Wage/Living Allowance Tracker) tie and are in alignment with awards

Award Close-Out

• Ensures awards are closed out in accordance with Kupu’s policies, which may include review of results, documentation and follow-up on any instances where deliverables were not met or where funding was not fully spent, documentation of compliance concerns, and oversight of files
• Ensures financial and operational report due dates are monitored, recorded, and filed appropriately
• Provides review on reports in accordance with Kupu’s policies and in regard to award requirements

Reporting

• Ensures financial and operational report due dates are recorded and appropriate parties are followed up with should reports indicate they are past due
• Provides review on federal program reports, ensuring that we are reporting accurately on award requirements and ensuring that a final report is filed appropriately
• Ensures awards are closed out in accordance with each agreement

Supervision

• Hire, train, and manage staff, ensuring all duties assigned are properly executed
• Support with the development and execution of Compliance Department goals and Key Performance Indicators
• Develop full understanding of Grant & Contracts Manager role and processes

Position Requirements

• Available full-time Monday through Friday, as well as occasional weekends and evenings
• With Bachelor’s Degree: Minimum two years experience in areas of nonprofit management, accounting/finance, law, or related fields, ideally in a nonprofit setting
• With High School Diploma: Minimum five years experience in areas of nonprofit management, accounting/finance, law, or related fields, ideally in a nonprofit setting
• Working knowledge of grant and contract management; ideally including government awards
• Demonstrate excellent analytical skills characterized by identifying and comprehending the critical elements of various situations, and extracting and interpreting the implications of courses of action
• Ability to research and implement guidance and regulations
• Demonstrate excellent communication skills (verbal and written)
• Demonstrate sensitivity, understanding, and the ability to effectively interact with individuals (internal and external) from diverse cultural, socioeconomic, disability and ethnic backgrounds
• Detail-oriented and able to scrutinize contracts. Methodical and diligent.
• Demonstrate a high level of accountability, responsibility and dependability
• Demonstrate teamwork through cooperation and collaboration with other
• Ability to manage time, structure tasks, establish priorities and set goals
• Intermediate level of computer skills (Microsoft Office environment) including Excel, Word, email, and internet research
• High level of interpersonal skills, integrity and the ability to keep information confidential
• Results-/Solution-oriented; flexible
• Passion for the Organization and ability to articulate its mission.
• Ability to periodically travel to trainings, conferences, or organization events
• Ability to meet Kupu’s Criminal History Background Requirements

Please direct any questions or inquiries about this position to careers@kupuhawaii.org

• This description is not intended to be a complete list of all duties and responsibilities required for this job

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