Administrative Coordinator

Position Duties

This position is a full-time position that includes, but is not limited to, the following duties:

• Assist in developing, implementing, coordinating and evaluating program needs, goals, programs, delivery systems, and outcomes as follows:
  • Assist in ensuring that programs run smoothly and efficiently
  • Assist in overseeing, organizing, and coordinating program logistics
• Recruiting
  • Assist with member recruitment and selection process
  • Conduct/attend presentations and site visits
  • Assist in ensuring that positions are filled
• Orientation and Training
  • Assist with facilitation and planning of orientations and trainings for all programs
  • Assist in putting together orientation/training folders for members
  • Coordinate logistics for trainings and orientations
• Data and Administrative Tasks
  • Ensure members and sites are fulfilling their requirements by submitting timesheets, data, evaluations, surveys, and other paperwork in a timely manner
  • Prepare timesheet reports for payroll
  • Prepare data for reporting
  • Maintain statistical information on program performance
  • Collect, organize, process, and track program applicants’ paperwork (applications, resumes, waiver forms, member contracts, etc.); Help to ensure incoming paperwork is complete and accurate
  • Assist with the creation of applicant lists and manage program rosters
  • Prepare and/or send out communication materials, such as acceptance packets, letters of regret, and information to recipients
  • Set up and manage logistics involved around program coordination or events
  • Collect and prepare data pertinent to reporting, measuring program success, and tracking program impact
  • Schedule and/or confirm events and appointments or interviews with members, sites, and partners
  • Prepare materials for and assist at interviews, orientations, trainings, meetings, and other events
  • Set up interview, orientation, meeting, or event locations
  • Answer phone calls and respond to inquiries
  • Record meeting notes
  • Run errands as needed
• Follow Up/Program Development
  • Evaluate areas of responsibility and look for ways to streamline operations
  • Maintain healthy communication with members and sites
  • Ensure that programs run smoothly and efficiently
  • Assist with and attend recognition events
• Other duties as assigned

Position Reports To: Administrative Manager

Position Requirements

In order to be considered for hire, one must meet the following minimum requirements:

• Available full-time Monday through Friday, as well as for possible weekends and evenings
• Willing and available to travel for program events
• Possess at minimum a high school diploma
• High computer/Microsoft Office skill level
• Experience in organizing and executing youth programs and events
• Extremely detail-oriented with high follow up skills
• Team player with leadership qualities or managerial skills
• Effective communicator with a positive attitude and interpersonal relationship skills
• Be able to show good judgment
• A life learner with excellent problem solving skills
• Meet Kupu’s criminal history check requirements
• Possess a valid driver’s license and meet Kupu’s driving abstract requirements

Qualifications

It is preferred that the applicant has the following:

• Bachelor’s degree or higher
• Experience or interest in working with people of various generations 
• Experienced or interest in environmental conservation
• Enjoys extended periods of time in the outdoor environment (periodically)

Interested applicants may submit a resume and cover letter to careers@kupuhawaii.org, notate “Administrative Coordinator” in the subject.