Job description

Closing Date: September 26, 2025 at 4:30pm HST How To Apply To apply for this position, visit our company jobs website at www.oha.org/jobs. Download, complete and submit the fillable OHA application form along with a resume and cover letter via email to careers@oha.org. Or via mail to: OFFICE OF HAWAIIAN AFFAIRS 560 N. Nimitz Highway, Suite 200 Honolulu, Hawai‘i 96817 Attention: Human Resources 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. SALARY $72,372 to $91,620 per year. Starting salary may be between the minimum and maximum salary range provided, based on qualifications. GENERAL PURPOSE OF POSITION The Digital Archive System Administrator, under the direction of the Research Systems Manager (“Manager”), manages and maintains the Papakilo Database including: system functionality and maintenance (e.g., identify, design, implementation, training, performance, contract and contractor management, documentation); development and implementation of data collection, storage, maintenance and management processes; development and implementation of system utilization processes (e.g., system access, security, user management, help desk, training, request management and completion), operational and progress reporting; and community engagement (e.g., projects, collaborations, presentations); ensuring the long term, strategic value of the digital archive research system(s). ESSENTIAL FUNCTIONS & RESPONSIBILITIES 1. System Functionality and Maintenance a. Identifies, designs, implements, assesses, and maintains necessary system functionality(ies). b. Manages and adjusts, as needed, system functionality for optimal system performance. c. Manages contract(s) and contractor(s) as needed. d. Documents and updates design, operations and maintenance information and activities, consistent with organization system documentation format. e. Works with organization information technology staff to ensure the system is supported, protected and optimized ensuring the long term, strategic value of the research system. f. Trains (e.g., information technology, end users) on system functionality and related maintenance activities. g. Develops, implements, and updates related policies and procedures to guide all aspects of database operations and management. h. Maintains and updates knowledge and skills needed to continue long term, strategic value of the research system. 2. Data Collection, Storage, Maintenance and Management a. Identifies, designs, implements and maintains necessary data collection, storage, maintenance and management processes. b. Identifies and negotiates various data collection, storage, maintenance and management methods (e.g., acquisition, partnership, subscription), as needed and directed. c. Compiles and analyzes existing data, historical records and documents, publications, and presentations. d. Produces related outputs of compilation and analysis activities. e. Curates, maintains, and manages historical, cultural and archival collections for use in web applications, research projects, ad hoc requests, special assignments, etc. f. Designs and develops new database products and/or functionality as needed or directed. g. Analyzes and prepares metadata reports, documents and bulletins on collections procurement and database usage as directed. 3. System Utilization a. Develops, implements, and documents system utilization processes (e.g., system access, security, user management, help desk, training, request management and completion). b. Prepares, compiles, extracts and analyzes data, and develops reports on database usage, uploads, and collection accessioning as needed and directed. c. Adheres to all federal and state regulations and guidelines on research protocol, intellectually property rights, confidentiality, ethics, and professionalism. d. Oversees user roles, permissions, and access control based on organizational policies and cultural protocols. 4. Community Engagement a. Participates in community engagement opportunities (e.g., projects, collaborations, presentations, webinars) to share information and function of the digital archive in collaboration with internal and community stakeholders. b. Provides specialized technical assistance, training, information services, including presentations, workshops, and consultation as directed for the database, including management and/or operations of knowledge and/or service centers. 5. General Administration a. Reviews Requests for Proposals (RFP) and Professional Service applications to secure digital achieve resources under the direction of the Manager. b. Participates in the implementation of OHA’s Strategic Plan projects and operational activities, including, program work plans, operational budgets, programs, policies, and ad hoc requests as directed. c. Prepares presentations for the Manager, the Director, Research and Evaluation Division (“Director”), the Chief Operating Officer (“COO”), the Chief Executive Officer (“CEO”) and/or the organization, as directed. d. Establishes and maintains effective working relationships with OHA staff, individuals, agency representatives, and community groups in research systems and contract monitoring matters. 6. Fully supports in action, language, behavior and performance the priorities, decisions, and directives of the Manager, Director, COO and/or the CEO. 7. Regular attendance on a daily basis is required for this position. MINIMUM QUALIFICATIONS Education, Training and/or Experience 1. Graduation from an accredited college or university with a bachelor’s degree in library science, archival studies, data science, computer science, Hawaiian culture, Hawaiian history, or a related field. 2. Three (3) years of general experience in library and archives, managing data and digital assets, research, data analysis, information systems and/or databased management. • A Master’s degree in library science, archival studies, data science, computer science, Hawaiian culture, Hawaiian history, or a related field may be substituted for general experience. Knowledge, Skills and Abilities 1. Must have working knowledge of: • Digital preservation protocols, tools, and standards • Database design, development, management and maintenance • Data collection, analysis, management, and reporting • Software experience in SQL, Postgre SQL, MySQL, SQLite, Oracle, or other relevant applications • Hawaiian based community and government archival organizations and practices • Governmental organization, programs and functions • Hawaiian history, including cultural, political, and social contexts, and application of this knowledge to inform research, education, program development, and community engagement with cultural sensitivity and accuracy. 2. Must have demonstrated skills or ability to: • Plan, organize and manage projects • Explain complex concepts (e.g., functionality, needs) simply as needed for various stakeholder audiences; • Analyze and review deliverables and project results • Create, manage and maintain databases • Ensure accuracy and attention to detail when addressing metadata creation, digital preservation, and accessioning • Analyze complex digital materials and solve issues related to preservation, access and protocols • Establish, maintain and process budget and budget related items • Prepare oral and written reports and make presentations • Communicate effectively (in writing and orally) with various stakeholder groups including Board of Trustees, Administration, peers and co-workers, contractors, beneficiaries, legislators and the general public • Work collaboratively with other employees • Develop and maintain effective working relationships with other employees, external agencies and their representatives, beneficiaries and with the general public • Use Microsoft Word, Excel, PowerPoint, and Canva An Equal Opportunity Employer Job Type: Full-time Pay: $72,372.00 - $91,620.00 per year Benefits: • Dental insurance • Employee assistance program • Flexible schedule • Flexible spending account • Health insurance • Life insurance • Paid time off • Retirement plan • Vision insurance Work Location: In person

Requirements