Administrative Coordinator, CNCS/Public Health

Hawaii Pacific University; Honolulu, Northern (HI, KY); Hybrid; USD 45,000 - 65,000; Full time

Job summary

Hawaii Pacific University is seeking an Administrative Coordinator to provide comprehensive administrative, operational, and customer service support to assigned academic colleges, departments, schools, and programs. You will be a key contact for students, faculty, staff, and external constituents while supporting daily operations, records management, scheduling, events, and financial processes.

The role is part of the Administrative Support Pool, with responsibilities spanning primary,

Qualifications

• Associate's degree and three years of related administrative experience or equivalent
• Proficiency with Microsoft Office Suite (Outlook/Word/Excel/Teams/SharePoint/PowerPoint)
• Strong verbal and written communication skills
• Excellent organizational and time management skills
• Strong customer service skills
• Experience with Banner, SharePoint, EMS, or similar systems
• Experience supporting academic programs, faculty, students, or accreditation activities
• Experience with financial, purchasing, or contract processes
• Experience planning events and meetings

Responsibilities

• Provide administrative and operational support to assigned academic colleges, departments, schools, and programs
• Serve as primary point of contact for students, faculty, staff, and external constituents
• Manage communications, calendars, and email accounts; coordinate meetings and events
• Prepare agendas, reports, presentations, and meeting minutes
• Maintain confidential records and manage data, databases, and reporting systems
• Assist with purchasing, reimbursements, contracts, and payment processes
• Support onboarding and student/faculty activities and course scheduling
• Coordinate logistics for meetings, orientations, open houses, and accreditation visits
• Cross-train to provide coverage across secondary areas
• Perform other duties as assigned

Skills

Verbal communication

Written communication

Organization

Time management

Customer service

confidentiality

Independent and collaborative work

Education

Associate's degree

Bachelor's degree

Tools

Microsoft Office Suite

Outlook

Word

Excel

Teams

SharePoint

PowerPoint

Banner

EMS

LMS

Exxat

Job description

Job Summary

The Administrative Coordinator provides comprehensive administrative, operational, and customer service support to assigned academic colleges, departments, schools, and programs. The position serves as a key point of contact for students, faculty, staff, and external constituents while supporting daily operations, records management, communications, scheduling, events, financial processes, program activities, and college or department-specific responsibilities.

This position is part of the University’s Administrative Support Pool. Each Administrative Coordinator is assigned a primary area of responsibility and may also be assigned secondary and tertiary support areas. Administrative Coordinators are expected to participate in cross‑training and provide assistance across assigned areas so the University can maintain continuity of operations during employee absences, vacancies, peak workloads, special projects, accreditation activities, and other business needs.

The position requires a collaborative, service‑oriented professional capable of managing multiple priorities, maintaining confidentiality, exercising sound judgment, and supporting a variety of academic and administrative functions.

Location: This position will be based out of our Waterfront Plaza campus site, supporting the College of Natural & Computational Sciences and Public Health department.

Qualifications

Minimum Qualifications

• Associate's degree and three years of related administrative experience; or equivalent combination of education and experience
• Demonstrated administrative support experience in a professional office environment
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, Teams, SharePoint, and PowerPoint
• Strong verbal and written communication skills
• Excellent organizational and time management skills
• Strong customer service skills

Desired Qualifications

• Ability to maintain confidentiality and exercise discretion
• Ability to manage multiple priorities and meet deadlines
• Ability to work independently and collaboratively
• Bachelor's degree
• Experience in higher education
• Experience with Banner, SharePoint, EMS, or similar administrative systems
• Experience supporting academic programs, faculty, students, or accreditation activities
• Experience with financial, purchasing, or contract processes
• Experience planning events and meetings

Other Qualifications

• Candidates must be legally authorized to work in the United States. Visa sponsorship and relocation allowance are not available for this position.
• Report to work obligations to support the department and may require work during HPU’s winter break, if necessary.
• Must meet training and background check qualifications and comply with the Protection of Minors policy.
• Upon hire, must maintain reliable personal transportation to facilitate travel between all HPU worksites and other locations as required by the position.
• Able to work all shifts and extended hours, as applicable.
• Ability to work in a fast‑paced environment requiring excellent time and stress management skills.

Key Responsibilities/Essential Job Functions

1. Administrative and Operational Support (40%)
   • Serve as a primary point of contact and considered as the initial representative of the program for students, core and adjunct faculty, staff, and visitors
   • Respond to inquiries and direct individuals to appropriate resources
   • Manage departmental communications, correspondence, and email accounts
   • Schedule and coordinate meetings, appointments, and events
   • Prepare agendas, reports, presentations, and meeting minutes
   • Maintain departmental calendars
   • Order and monitor office supplies and materials
   • Provide routine office support and administrative services
   • Support departmental projects and initiatives
   • Specialized knowledge related to HPU processes and platforms (e.g. Learning Management System, Banner, FLAC, Agiloft, Exxat, etc.)
2. Records, Data, and Information Management (20%)
   • Maintain confidential paper and electronic records
   • Create, update, and manage databases, spreadsheets, and reporting systems
   • Assist with collection, analysis, and reporting of departmental information
   • Ensure records comply with university policies and applicable regulations
   • Support document retention and records management requirements
   • Generate reports for operational, compliance, accreditation, and administrative purposes
3. Financial and Business Operations Support (10%)
   • Assist with purchasing, reimbursements, contracts, and payment processes
   • Process requisitions and supporting documentation
   • Track budgets and expenditures as assigned
   • Support financial reconciliation activities
   • Assist with vendor, honoraria, and adjunct payment processes
4. Student, Faculty, and Program Support (10%)
   • Assist students with administrative questions and referrals
   • Support faculty and academic program operations including assistance with contract management
   • Assist with course scheduling, registration processes, and academic activities as assigned
   • Maintain communication regarding program activities and deadlines
   • Support onboarding activities for students, faculty, or staff
   • Assist with tracking student success initiatives.
   • Assist with student learning experiences (e.g. practicals, lab immersion)
5. Events and Special Projects (10%)
   • Assist with planning and execution of meetings, orientations, open houses, recognition events, graduation activities, accreditation visits, and special projects
   • Coordinate logistics, communications, materials, and participant support
   • Assist with event setup and follow‑up activities
6. Cross-Training and Coverage Support (5%)
   • Maintain proficiency in assigned secondary and tertiary support areas
   • Provide operational coverage during absences, leaves, vacancies, and workload surges
   • Document procedures and participate in cross‑training activities
   • Share knowledge and best practices across departments
7. Performs other related duties as assigned (5%)
   • Participate as an effective member of the team
   • Complete assigned projects and responsibilities
   • Support university initiatives and seasonal workload demands
   • Perform other duties as assigned

This description is not designed to list all activities, duties or responsibilities which may be required for this job. Other duties, responsibilities and activities may be assigned at any time.