Administrative Specialist

YMCA; Honolulu (HI); On-site; USD 45,000 - 55,000; Full time

Benefits offered by this job

Free Y membership

Referral bonuses

Up to 60% discounts on programs

Job summary

YMCA of Honolulu seeks an Administrative Specialist to provide administrative and operational support for Y Teen Club Afterschool and Summer Programs. You will handle onboarding, records, training coordination, and reporting while ensuring program compliance and staff readiness.

This temporary role supports outreach, data management, and collaboration across departments, with frontline site exposure to understand operations and staff development needs.

Qualifications

• Travel between locations as needed and in a timely manner.
• Strong written and verbal communication skills.
• Excellent organizational and multitasking abilities.
• Attention to detail and problem-solving skills.
• Ability to motivate and lead a team; capable of training others.

Responsibilities

• Assist with onboarding, training materials, and tracking staff certifications and clearances.
• Develop and maintain onboarding resources and checklists across departments.
• Coordinate training scheduling, materials, facilities, attendance, and documentation.
• Support inventory and program operations; monitor documentation and reporting requirements.
• Collaborate with HR, Training, Finance and IT to ensure consistent staff readiness.
• Provide frontline site exposure to understand operations and staff responsibilities.

Skills

Travel readiness

Communication skills

Organization

Multitasking

Attention to detail

Interpersonal skills

Staff development

Education

Bachelor's degree preferred

High School diploma or equivalent

Bus Driver's certification

Tools

Google Workspace

Microsoft Word

Excel

Canva

InDesign

HR Symphony by ALTRES

ActiveNet

TechSmith

Job description

PAY RANGE:

$45,000 - $55,000 / year

POSITION STATUS DISCLAIMER:

This position and its pay are dependent on the availability of funds and continuation of the contracted program. The current contract provides programming for until July 2027 with the possibility of extension for additional years. This is a temporary position, with the potential for extension based on program needs and funding availability.

POSITION SUMMARY:

Aligned with the mission and vision of YMCA of Honolulu, the Administrative Specialist works under the guidance of the Administrative Director of Y Teen Club Afterschool and Summer Programs. This role provides direct administrative and operational support for the program, including recruitment data, background checks, clearances, outcome and financial reporting, and documentation related to attendance, scheduling, registration, incident/accident reports, behavior notifications, staff records, certifications, inventory, and program operations.

The Administrative Specialist is responsible for developing, organizing, and maintaining administrative systems that support program consistency, staff readiness, compliance, and effective day-to-day operations. This includes maintaining accurate records, coordinating onboarding processes across departments, monitoring staff certifications and required documentation, supporting inventory systems, and identifying opportunities to improve administrative and operational processes.

The Administrative Specialist will also maintain a strong presence within program sites and may work in frontline program positions to develop an understanding of site operations, staff responsibilities, and training needs. Through this direct experience, the Administrative Specialist will work with the Administrative Director and program supervisors to identify staff development opportunities, coordinate training initiatives, and advocate for resources and support that strengthen staff performance and program quality.

ESSENTIAL FUNCTIONS:

Post Job Openings

• Assist with communications, correspondence, and report preparation.
• Develop outreach materials, manage grant deliverables, and handle reporting tasks.
• Perform accurate and timely data entry and maintain organized program records.
• Create, implement, and maintain administrative systems that support consistent program operations, compliance, and staff readiness.
• Develop and maintain tracking systems for staff certifications, clearances, required documentation, training completion, renewal dates, inventory, and other operational requirements.
• Coordinate with Human Resources, Training, Branch Operations, Finance, Information Technology, and other departments to support consistent onboarding and staff readiness initiatives.
• Serve as a liaison between program leadership and applicable departments to communicate onboarding needs, coordinate required processes, and ensure timely completion of staff requirements.
• Assist in developing and maintaining onboarding resources, checklists, training materials, and processes for new and returning staff.
• Work directly with program supervisors and the Administrative Director to identify staff training needs and develop or coordinate training opportunities that address those needs.
• Work in frontline positions at various Y-Teen Club program sites and other assigned program areas to gain firsthand knowledge of program operations, staff responsibilities, workflows, and site-specific needs.
• Use frontline experience and observations to identify operational challenges, training gaps, and opportunities to improve staff support and program consistency.
• Support and advocate for staff by identifying barriers to effective job performance and helping connect staff with appropriate training, resources, and operational support.
• Assist with coordinating staff training and professional development initiatives, including scheduling, communication, materials, facilities, attendance tracking, and documentation.
• Propose innovative solutions to improve administrative processes, staff support systems, and program operations while maintaining alignment with organizational procedures and funding requirements.
• Communicate relevant operational, staffing, or resource needs to the appropriate supervisor and assist with follow-up.
• Stay updated on trends and developments in philanthropy, grant funding, nonprofit management, youth development, staff development, and training practices.
• Take on additional responsibilities as assigned.

QUALIFICATIONS:

Skills & Knowledge:

• Ability to travel from one location to another in a timely manner required.
• Excellent written and verbal communication skills.
• Strong organizational and multitasking abilities.
• Attention to detail and problem-solving skills.
• Strong interpersonal skills, well organized, and capable of managing multiple tasks simultaneously.
• Skilled in fostering inclusive environments.
• Ability to motivate individuals, lead a team, and conduct training.

Education & Training:

• High School diploma or equivalent required; Bachelor's degree in human services, social services, recreation, or related field preferred.
• Minimum 2 years of experience in donor or grant-funded programs preferred.
• Minimum 2 years of experience working within a non-profit organization preferred.
• Minimum 2 years of experience working in youth development or human service programs and/or activities required.
• Bus Driver's certification required within 3 months of hire, which include a valid driver's license and clean traffic abstract.
• Proficient in using Google Workspace (formerly G Suite), Microsoft Word, Excel, and various software applications for tasks such as scheduling, data management, and related functions.
• Additional preferred platform knowledge: Canva, InDesign, HR Symphony by ALTRES, ActiveNet, TechSmith products, and other programs or platforms used for training, tracking, relationship management and communication.

WHY THE Y?

• Free Y membership with employment
• Referral bonuses - Y employees can earn cash or Y credit bonuses for referring a new hire*
• Up to 60% discounts for yourself, family, and even your siblings on Y programs, camps, preschool, childcare, and more.

Child Protection Commitment

The YMCA requires all staff to share responsibility for preventing child abuse by upholding professional boundaries, completing mandatory Praesidium training, and reporting concerns. All candidates must successfully complete a comprehensive background screening, including criminal and sex offender checks.

*See job opportunities page for full details