Job Purpose
Reporting to the Manager, Special Projects, the Program Associate support LT kipuka or service centers on all administrative operations, including program support. This position is the first point of contact for families, the community, and partners, playing a vital role in communicating with others and demonstrating our organizational values. The position is also responsible for coordinating business functions, calendar management, meeting and event logistics, and supporting various Program Leads as needed. On occasion this position may be required to work at other locations as needed.
Essential Responsibilities
Administrative Support:
Responsible for customer service, assisting with incoming calls, messages, and creating a welcoming environment for guests and teammates. Assess the condition of facilities and supports ensuring cleanliness and safety of facilities, with particular attention to child centered spaces. Ensures continuous office coverage.
Oversees incoming/outgoing mail service.
Manage kipuka key inventory: tracking usage, securing keys in lock box, etc.
Provides direct support to teammates on the following:
DayForce (timesheets for non-exempt staff, FTO/PTO, etc.)
Travel arrangements for programs
Provide technical support to staff (laptops, xerox, LT software programs, Zoom accounts, etc.)
Filing (hardcopy/digital) (ie. Hoʻokele)
Kipuka CRM administration for Program contacts/resources
ELTON, IT Tech Library system administration.
Maintains and updates kipuka staff emergency contacts
Responsible for replenishing supplies (office, program, coffee, etc.). Processes purchase orders and invoices for Programs and operations through LT systems (LT Pay and Concur). Assists in managing the cleanliness and organization of storage rooms/closets.
Assist with vehicle refueling, logging vehicle mileage for annual reports.
Supports the security systems administration: troubleshooting issues, contacting vendors for maintenance/repairs, program new staff into security alarm system, provides on-call support to respond to security alarms 24 hrs.
Program Operations Support:
Ensures the cleanliness and safety of program spaces (on/off site)
Attends weekly Program meetings (group/program planning, calendaring activities/events, coordinating support, etc.). Provides logistical support for program activities/events (set-up, clean-up, transportation, meals/snacks, supplies, material packets, sign-in, etc.). Supports Hoʻokele administration: data inputting, uploading forms, etc.).
Partners with People Operations to request background checks for teammates, contractors, and partners in direct contact with kamaliʻi.
Provides program assistance as needed: Transportation (assist as van drivers), program activities and implementation, chaperone on huaka’i or during activity/event, providing access to IT equipment for kamali’i, etc.
Other duties:
Collaborates with IDT
Supports with referrals to Malama Line
Contributes to the Trustʻs success by accepting new assignments, helping team members, learning new skills, and striving to improves team and organization results.
Qualifications
High School Diploma or Associates Degree
Two or more years of administrative experience
Warm personality with strong communication skills
Proficient knowledge of Mac and Microsoft Office Programs, preferred
Able to research broad range of topics on the internet
Excellent verbal and written communication skills
Well-organized, detail-oriented, and able to handle in-depth special projects
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.
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