Operations Administrator - Malama Ola Job Listing at Kamehameha Schools in Honolulu, Hawaii (Job ID JR-05328)

Description

Job Posting Title

Operations Administrator - Malama Ola

Employee Type

Regular

Recruiting Start Date

11-13-2024

Job Exempt?

No

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 is currently looking for an Operations Administrator to support Malama Ola. This position will be responsible for student (medical-related) transportation, project & administrative support to include EHR systems support.

Our ideal candidate must:

• Have administrative support experience.
• Be at least 21 years of age, with a valid Drivers license for a minimum of 2 years.
• Be willing to attend driver training & CPR/1st Aid Certification, and be willing to learn our EHR (Electronic Health Records) system.
• Prior experience with students grade K - 12 a plus!

Job Summary

Assists with all administrative matters for various departments within area of responsibility by performing a variety of functions. Supports all aspects of planning, implementation and closure of projects. Provides administrative and operational support to department leaders.

Essential Responsibilities

Transportation

• Assists with transporting students on and off campus for medical care when necessary.

Project Management

• Assists with project specific data, program and operational coordination and support.
• Assists with the reporting and monitoring process in the creation and maintenance of reports and related processes.
• Assists with project progress and work with project members to adjust schedule when lead-lag or fast-tracking become necessary.
• Supports and helps maintain alignment of processes Division-wide.
• Assists with gathering information to inform evaluation and decision-making processes of management.
• Assists with preparing required documents to be evaluated.
• Helps to facilitate processes to evaluate collaborators and its programs.
• Works with internal KS departments to follow-up and help resolve discrepancies.

Administration

• Manages calendar for division/department leaders, appointments, meetings, agendas and use of web based tools (e.g. Sharepoint, web mail, web page, etc.) as well as physical office space management.
• Supports leadership teams with agenda and meeting notes preparation and action item follow up. Attend and take meeting minutes for various meetings. Oversee and coordinate division meetings including meeting location reservation, ordering of meals for attends, drafting/finalizing agenda, handouts, and meeting set up.
• Assists leadership with completing and coordinating employment-related documents and processes (e.g., key employee search, committee coordination, logistics, vacation, sick leave, interviews, scheduling, interview folder preparation and evaluation, set up, etc.)..
• Supports and assists Operation Manager with organization-wide responses on behalf of the division (e.g. Giving Campaign, community outreach, service learning participation, reporting of business courtesies, announcements, training, safety and security messages, etc.).
• Supports and assists Operation Manager with coordination and oversight of division procurement processes to ensure consistency and compliance with current processes including purchase requisition preparation, purchase order coordination, bid solicitation, coordination and evaluation and procedure creation and documentation, telephone charge analysis, equipment inventory certification, file maintenance, contract review, mobile/smart phone coordination, etc.
• Supports leadership with coordinating and completing a variety of administrative functions including, but not limited to: process internal/external correspondence and documents, maintain operational files (both hard and soft copies); manages shared drive and other e-storage areas; process and coordinate submittal of documents for review and approval.
• Receives, routes and responds to calls, messages and correspondence to resolve matters. Furnishes information in accordance with organization policy, responds to inquiries, and relays/routes calls to others as appropriate. Composes general correspondence. Provides confidential support to the Director and Department division leaders.  Provides operational, administrative, and fiscal support to the division.  Builds relationships with internal and external entities. Coordinates various departments travel arrangements. May coordinate meeting arrangements (reserving meeting locations, setting up, etc.) and oversee payroll processing.
• Assists with processing and monitoring purchase requisitions, vendor invoices and payment requests, general ledger adjustments, and other financial records. Ensures that all expenditures requests comply with procurement policies and procedures and are transmitted for approval and further processing. Coordinates the purchase, replacement and maintenance of equipment (permanent or movable), as needed.  Maintains inventory control.
• General administrative tasks to support department operations. 

Position Requirements

Minimum Qualifications - An equivalent combination of education and experience may substitute for the requirements listed.

• High School Diploma or GED.
• Minimum three (3) years' experience of office administration or directly related work experience.
• Current and valid Driver's License.
• Able to work both independently and collaboratively in a team environment
• Able to work flexibly.
• Good written, verbal, and interpersonal skills.
• Strong organizational skills.
• Ability to work with general office equipment.
• Proficient in the use of computers and common office software such as MS Office.
• Able to handle confidential information.
• Able to train other administrative/project 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

• Higher level education.
• Administrative support experience in information technology.
• Experience working with vendors or contractors.
• Experience working in the education industry.

Physical Requirements

• Frequently sit, perform desk based computer tasks and grasp light/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

25.63 - 34.38 Hourly

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

Kapalama Campus

City, State

Honolulu, Hawaii

Additional Locations

 Apply on company website