Administrative Coordinator

Kamehameha Schools · Makawao, HI · 3 wk ago

Full-time

Job Summary

Oversees and coordinates the administrative requirements for different departments. Provides various departments with administrative support including, but not limited to, coordinating and executing sponsored events and staff travel, preparing and distributing documents (correspondence, reports, newsletters, and other program material), maintaining files and databases, handling budget and purchasing activities, and serving as a primary contact for visitors.

The Ideal Candidate

Has exceptional customer service skills and a positive, collaborative attitude
Is a strong team player who is dependable, adaptable, and takes initiative
Is proficient in Microsoft Office, particularly Excel
Is organized and able to manage competing priorities with flexibility
Possesses excellent communication and interpersonal skills

Essential Responsibilities

Provides general administrative support to different departments
Manages the calendar of department leaders and office space, scheduling meetings and events
Receives and screens incoming messages and correspondence; provides information and responds to inquiries; disseminates information internally
Provides documentation handling including typing of routine correspondence, transmitting, faxing and copying on an as needed basis
May be responsible for the preparation and maintenance of all aspects of the department budget, including handling purchase requisitions, purchase orders, reimbursement claims, preparing monthly reconciliations, and budget reports
Establishes and maintains files, many confidential in nature that may include HR/personnel, payroll, student records, and general office files
May handle and coordinate all HR related processes and documentation for new hires
Communicates and provides information for visitors and outside sources
Coordinates and arranges travel and helps plan all aspects of department events
Assists in preparing reports needed by the department
Provides back up to other administrative staff and cross trains
Trains and assists other administrative support staff
Coordinates facility repair, responding to inquiries and routing them to necessary staff/vendors for resolution
May serve as the central resources and file manager for all division correspond

Minimum Qualifications

High School Diploma/Equivalent
Minimum of 3 years of administrative or directly related experience
Ability to work flexibly
Good written, verbal, and interpersonal skills
Good organizational skills
Ability to work with general office equipment
Proficient in PC applications including word processing, spreadsheets, and multimedia presentations
Ability to handle confidential information
Ability to train other administrative staff
Demonstrated knowledge of and/or skill in organizational competencies of accountability, change effectiveness, collaboration and teamwork, communication, Hawaiian cultural commitment, and innovation

Preferred Qualifications

Experience working in an educational setting
Familiarity of KS organization including internal policies, procedures and practices

Working Conditions

Work is conducted in an office environment and may require work to be conducted in non-standard workplaces
Work is typically conducted Monday through Friday at normal business hours

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

Pay & Schedule

Pay Range: $23.83 – $31.98 Hourly
Work Year: 12
Work is typically conducted Monday through Friday at normal business hours

Compensation is commensurate with job-related experience, skills and competencies, education, internal equity, length of work year, and other organizational needs.