Office Administrator (Waianae)

Job Purpose

The Office Administrator position is responsible for the overall administrative operations of the kīpuka, including managing the front office reception area; coordinating facilities use; and repairs and maintenance of the facilities. The position is also responsible for directing and coordinating business functions of the facilities, including developing and supervising processes for the maximum utilization of workspaces, administrative services, and equipment.

About Kīpuka

Kīpuka are grounded in Hawaiian culture and values through a healing centered approach, with heightened focus elevating the strengths and innate values of all kamaliʻi. Kīpuka provide Hawaiian youth with opportunities to connect to caring adults, peers and mentors, receive supportive services, and discover pathways to passion, purpose, and prosperity. Kīpuka are a hub for culture, creativity, healing, technology, and play, and will serve as a resource for kamaliʻi and their ʻohana. These safe spaces are located throughout the pae ʻaina where youth are inspired to pursue their dreams, including exploring pathways in the arts, sports, technology, and entrepreneurship while receiving wraparound support to help them reach their goals and become thriving kamaliʻi.

Essential Responsibilities

• Manages the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image.
• Responsible for process improvement for organizational procedures and systems for office operations and facilities. Supports and implements all new computer software programs for operations.
• Oversees and is responsible for the kīpuka’s administrative operations budget, capital improvements, and expenditures; ensures compliance with the agency’s policies and procedures.
• Manages and oversees the daily incoming and outgoing checks, billing statements and invoices
• Manage relationship with vendors and service providers to assure that the operations and maintenance of the office floors (building, equipment, furnishing, etc.) are addressed.
• Supervises the maintenance and alteration of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities.
• Coordinate and collaborate with our IT Department to ensure that the daily operations of all the system technologies are properly functioning i.e. computer, phones, softwares, copier, fax machine, etc.
• Coordinates service/professional contract submittals and follow-ups.
• Responsible for managing office services by ensuring operations and procedures are organized, ensures the unit’s filing systems are designed and secured. Follows standardized procedures for permanent records retention and retrieval.
• Negotiates the purchase of office supplies and furniture, office equipment, etc., for the entire staff in accordance with company purchasing policies and budgetary restrictions.
• Responsible for the facilities day-to-day security (such as distributing building access keys and back-up to security access cards, etc.)
• Responsible for the kīpuka parking
• Responsible for arranging internal office moves and providing arrangements for office meetings.
• Participates as needed in special projects as assigned by the Manager, Kīpuka Services and collaborates with other Office Administrators.
• Responsible for reviewing and approving direct reports activities in Concur and NetSuite. 
  
  

Other Duties

• Contributes to the Trust’s success by accepting new assignments, helping team members, learning new skills, and striving to improve team and organization results.  
• Contributes to providing a safe environment for teammates and beneficiaries.
• Provides transportation for organization related business, such as driving staff, beneficiaries and/or families to assigned destinations. 
• Participates in continuing education and training opportunities for professional development  
• Holiday, evening and weekend hours required as needed.
• Ability to travel as needed for Trust business. 
  
  

Qualifications

• Excellent written and interpersonal skills, including the ability to tailor communications to different audiences and actively listen.
• Ability to manage multiple tasks efficiently, prioritize effectively, and maintain detailed records. 
• Expertise in Microsoft Office Suite (Word, Excel, PowerPoint), email management, and other relevant software. 
• High level of accuracy when handling paperwork and data entry. 
• Capability to meet deadlines and manage schedules effectively. 
• Ability to handle several tasks simultaneously and switch between them seamlessly. 
• Identifying and resolving administrative issues. 
• Previous experience in an office support role is preferred. 
• Must have a strong personal fit with our non-hierarchical, no ego, strong moral compass, intellectually honest, meritocratic culture. 
• Ability to guide and support team members 
• Flexibility to handle changing priorities and situations 
• Providing excellent support to internal and external individuals
• Ability to navigate disagreements and resolve issues professionally
• Valid driver license, clean traffic abstract, and access to a privately owned automobile with valid no-fault insurance. 
• TB clearance. 
• First Aid and CPR/AED Certification preferred. 
  
  

Job Competencies

• Relationship Building and Emotional Intelligence: Relatable, self-aware and empathetic with strong emotional intelligence.
• Relationship Management: Experience working with staff at all levels in a collaborative environment; commitment and ability to promote and sustain positive workplace values and relationships. 
• Interpersonal Skills: Ability to work well under pressure, remain calm and controlled when faced with difficult situations. Strives for immediate address. 
• Organizational Development: Has a strong philosophy of innovation and a successful track record in change management. Influences to lead and support changing initiatives.
• Culture Competence: Ready to support the Trust as it applies a diversity, equity and inclusion lens to all aspects of work.
  
  

Organization Competencies

• Alignment with Queen’s legacy: Understanding and appreciation of Queen Liliuokalani’s story, her legacy and the Hawaiian Culture is foundational to staff’s commitment to working with our Hawaiian children, families and communities. Demonstrates respect for and appreciation of Hawaiian values history, and culture, understanding its implication in one’s work, in fostering meaningful relationships, and in embracing the community served.
• Ho`omau i ka `imi Na`auao (Continuous Learning and Improvement) : Committed to creating and reinforcing an environment of continuous learning and improvement .
• Ho`ike i na Mana`o Pono (Effective Communication): Communicates with those we serve and each other in a consistent manner that results in mutual understanding, harmony, and action.
• No'ono'o loi (Critical Thinking and Problem Solving): Actively and skillfully understands, conceptualizes, applies, analyzes, synthesizes, and/or evaluates information and develops and supports fact-based analyses and recommendations
• Ho'o kumu a'e or `Imi hakuhia (Innovation): Identifies and integrates creative ideas into new or existing services and promotes effective problem-solving.
• Pilina Ho`ohana a me ka Hana Hilina`i (Building Relationships and Creating Trust): Manages relationships to create optimal opportunities and move the organization forward.
• Alu Like I ka Hana (Teamwork): Works cooperatively and collaboratively with others throughout the organization in alignment with the organization's objectives.
• Ho`onui I ka `Ike (Capacity Building): Encourages personal growth by exhibiting trust and a belief in the capacity of others.
  
  

Physical Demands

Requires frequent sitting, bending, standing. Performs light physical work, including climbing, stooping, kneeling, crouching, reaching, and lifting up to 25 pounds.

Terms and Conditions of Employment

As a condition of employment, employee will be subject to LT’s policies and procedures.

This description reflects management’s assignment of essential functions, it does not proscribe or restrict the tasks that may be assigned. This job description is subject to change at any time.

Job Title: Office Administrator

Reports to: Manager, Kīpuka Services

FLSA Status: Exempt

Aligned Executive: Vice President and Chief Program Officer

Kipuka: Waianae

Department: Programs

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