Administrative Coordinator

Kamehameha Schools; Makawao (HI); On-site; USD 33,000 - 44,000; Full time

Job summary

Kamehameha Schools Maui seeks an Administrative Coordinator to join the Lower Division Administrative Support Team. The role emphasizes strong Microsoft 365 skills, Outlook scheduling, calendar management, and advanced Excel for budgeting and procurement.

Work involves coordinating travel, events, enrollment tasks, HR processes, and report preparation while collaborating with students, faculty, families, and community partners in alignment with KS values.

Qualifications

• High School Diploma/Equivalent.
• Minimum of 3 years of administrative or directly related experience.
• Ability to work flexibly.
• Good written, verbal, and interpersonal skills.
• Good organizational skills.
• Ability to work with general office equipment.
• Proficient in PC applications including word processing, spreadsheets, and multimedia presentations.
• Ability to handle confidential information.
• Ability to train other administrative staff.
• Demonstrated knowledge of organizational competencies: accountability, change effectiveness, collaboration and teamwork, communication, Hawaiian cultural commitment, and innovation.

Responsibilities

• Provides general administrative support to different departments.
• Manages the calendar of department leaders and office space, scheduling meetings and events.
• Receives and screens messages and correspondence; disseminates information internally.
• Transcribes, types routine correspondence, and handles documentation as needed.
• May handle department budget processes including purchase orders and monthly reconciliations.
• Maintains confidential files and HR-related documentation for new hires.
• Coordinates travel and assists in planning department events.
• Prepares reports and provides back-up support to staff.
• Cross-trains and trains other administrative staff.
• Coordinates facility repairs and routes issues to vendors.

Skills

Microsoft 365

Outlook

Scheduling

Calendar management

Excel

Education

High School Diploma/Equivalent

Tools

Word processing

Spreadsheets

Multimedia presentations

Job description

Administrative Coordinator

Employee Type

Regular

Job Exempt?

No

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 Maui is seeking an Administrative Coordinator to join their Lower Division Administrative Support Team!

This role is ideal for a highly organized and detail-oriented professional who thrives in a fast-paced environment and demonstrates strong multitasking and prioritization skills. The ideal candidate brings a solid background in Microsoft 365 tools, particularly Outlook, scheduling, and calendar management, along with advanced Excel capabilities to support budget tracking, reporting, and departmental procurement activities (both small- and large-scale).

This position plays a critical role in supporting daily operations and requires experience or familiarity with:

• Budget monitoring and procurement processes
• Student enrollment
• Schedule management for Substitutes and Teachers at Large
• Coordinating travel requests and logistics
• Event planning and execution
• Organizing and managing field trips

Success in this role requires the ability to work collaboratively with a wide range of individuals, including students, faculty and staff, campus leadership, families, and community partners. An understanding of or alignment with Kamehameha Schools’ mission, values, and community-centered approach is highly preferred.

Job Summary

Oversees and coordinates the administrative requirements for different departments. Provides various departments with administrative support including, but not limited to, coordinating and executing sponsored events and staff travel, preparing and distributing documents (correspondence, reports, newsletters, and other program material), maintaining files and databases, handling budget and purchasing activities, and serving as a primary contact for visitors.

Essential Responsibilities

Administration

• Provides general administrative support to different departments.
• Manages the calendar of department leaders and office space, scheduling meetings and events.
• Receives and screens incoming messages and correspondence. Provides information and responds to inquires. Disseminates information internally.
• Provides documentation handling including typing of routine correspondence, transmitting, faxing and copying on an as needed basis.
• May be responsible for the preparation and maintenance of all aspects of the department budget, including handling purchase requisitions, purchase orders, reimbursement claims, preparing monthly reconciliations, and budget reports.
• Establishes and maintains files, many confidential in nature that may include HR/personnel, payroll, student records, and general office files.
• May handle and coordinate all HR related processes and documentation for new hires.
• Communicates and provides information for visitors and outside sources.
• Coordinates and arranges travel and helps plan all aspects of department events.
• Assists in preparing reports needed by the department.
• Provides back up to other administrative staff and cross trains.
• Trains and assists other administrative support staff.
• Coordinates facility repair, responding to inquiries and routing them to necessary staff/vendors for resolution.
• May serve as the central resources and file manager for all division correspond

Position Requirements

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

• High School Diploma/Equivalent.
• Minimum of 3 years of administrative or directly related experience.
• Ability to work flexibly.
• Good written, verbal, and interpersonal skills.
• Good organizational skills.
• Ability to work with general office equipment.
• Proficient in PC applications including word processing, spreadsheets, and multimedia presentations.
• Ability to handle confidential information.
• Ability to train other administrative 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

• Experience working in an educational setting.
• Familiarity of KS organization including internal policies, procedures and practices.

Physical Requirements

• Frequently sits, perform desk-based computer tasks and grasp light or fine manipulation, talk or hear.
• Occasionally stand and/or walk, write by hand, and lift and/or carry, push and/or pull objects that weigh up to 10 pounds.
• Rarely twist, bend, stoop, squat, kneel, crawl, climb, reach or work above shoulder, or grasp forcefully.

Working Conditions

• Work is conducted in an office environment and may require work to be conducted in non-standard workplaces.
• Work is typically conducted Monday through Friday at normal business hours.

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.

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please contact us at [e-mail] 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

23.83 - 31.98 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

Maui Campus

City, State

Makawao, Hawaii