Administrative Coordinator/Receptionist

About the University of Hawai’i Foundation:

The University of Hawaiʻi Foundation was established in 1955 to encourage private support for the University of Hawaiʻi. Today it is the central fundraising organization for the UH System and is contracted by the Board of Regents to be the sole provider of fundraising and alumni services. In addition to fundraising, the Foundation manages more than 7000 gift accounts for the benefit of the university and its students.

The UH Foundation is a private, institutionally related corporation designated as a 501(c)(3) organization by the Internal Revenue Service. It is a legally separate entity from the University of Hawaiʻi, the UH Alumni Association, and all other UH affiliates. However, the UH Foundation works closely with these organizations, as well as with others in the community, exclusively for the benefit of the university.

Our Vision

To inspire giving and partnership with the University of Hawaiʻi by fostering UH pride and passion among donors, alumni and the community.

Our Mission

To unite donors' passions with the University of Hawaiʻi's aspirations by raising philanthropic support and managing private investments to benefit UH, the people of Hawaiʻi and our future generations.

Our Values

Our values shape our relationships and guide our thinking and actions. By living our values, we build trust with our fellow employees, our donors, the university and the broader community.

Position Summary:

The Administrative Coordinator/Receptionist will greet, assist, and provide direction and information to visitors, clients, and other guests of the University of Hawai‘i Foundation. S/he will also assist with a broad range of administrative and clerical tasks. This position reports to the Advancement Services and Administration Manager.

Duties & Responsibilities:

• Greets clients, visitors, and guests; determines the purpose of each person’s visit and directs or escorts the person to the appropriate location.
• Answers, screens, and directs phone calls to staff; takes and routes messages, as appropriate.
• Provides basic support and guidance for donors and University faculty/staff calling in to the main phone line as necessary, including online donation information and payment request submissions through Concur Invoice.
• Addresses and routes web inquiries and public information emails as needed.
• Addresses urgent facility needs and informs the Advancement Services and Administration Manager.
• Assists with communication with main office vendors.
• Manages opening and closing office procedures, including cleanup of breakroom.
• Manages supply orders for the office.
• Performs administrative and clerical support tasks for office staff and departments.
• Performs and maintains detailed filing and recordkeeping within physical and digital platforms, including but not limited to, equity files and Board of Trustees files. Maintains familiarity with documented retention policies and schedules, assisting with compliance as needed.
• Assists with submitting vendor invoice payment requests.
• Manages and submits UHF stationery and office supply orders. Tracks usage and expenditures of supplies.
• Communicates building/facility information to staff.
• Manages contractors parking pass requests.
• Assists with guest parking reservations for the main office.
• Manages digital subscriptions and fulfills requests for specific content.
• Maintains and updates internal office directory and organizational chart.
• Maintains the schedule and appearance of general office spaces, including conference and break rooms.
• Assists with general administrative tasks in support of the Advancement Services and Administration department.
• Provides back-up to the Assistant/File Clerk for:
  1. Daily mail runs, sort, screen, date stamp, and distribute incoming mail.
  2. Processing outgoing postal and campus mail.
  3. Processing incoming cash per the cash handling policy.
• Other duties as assigned.

Job Qualifications:

• Associates degree preferred or minimum of one year of related experience in a corporate, educational, or non-profit organization.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• High standard of professionalism.
• Excellent organizational skills and attention to detail.
• Basic understanding of administrative and clerical procedures and systems.
• Work during the Foundation’s business hours required, 7:30am to 4:30pm, Monday through Friday.
• Proficient with Microsoft Office Suite or related software.
• Comfortable working with modern and digital platforms.
• Commissioned as a Notary Public preferred.
• Familiarity with or willingness to learn the work involved in a charitable organization.
• Ability to work with a diverse community.
• Must reflect and represent the Foundation’s values: Teamwork, Accountability, Service, Trust, Integrity, and Excellence.

Essential Functions:

• Ability to sit at a desk and use a computer for extended periods of time.
• Occasional standing, walking, bending, reaching, and lifting of light office items up to 25 lbs.
• Ability to operate general office equipment such as computer, printer, photocopier, scanner, phone system, etc.
• Hand-eye coordination and manual dexterity to use office equipment and handle paperwork.
• Visual acuity to read printed and electronic documents and computer screens.
• Ability to communicate verbally and in writing so others will understand.
• Hearing and speaking abilities for in-person, phone, and video conversations.

Benefits:

UHF voluntarily pays 100% of the following –

• 10% 403(b) contributions after 7 months of employment – this is automatic and NOT dependent on the employee making any contributions
• Term life insurance
• AD&D insurance
• Short term disability insurance
• Long term disability insurance
• Tuition reimbursement after 1 year of employment
• Employee assistance program
• Generous PTO and paid holidays

UHF voluntarily provides the following in which the company and employees share the cost –

• Health, Prescription, Dental, and Vision Insurance
• Commuter benefits (parking, bus pass reimbursement)
• Free parking after 5 years of service

Other benefits available for employees to purchase –

• Medical Flexible Spending Account
• Dependent Care Flexible Spending Account
• Insurance coverages for spouse and/or children
• Critical care insurance
• Legal insurance
• Pet insurance