Administrative Specialist: Projects & Onboarding Support

Ultipro; Hawaii; On-site; USD 42,000 - 62,000; Full time

Job summary

Tripler Army Medical Center is seeking an administrative support specialist to handle front-desk reception, data entry in UltiPro, and document management for the department. The role involves coordinating with project management, processing invoices, and maintaining employee records with on-site licensing and certifications.

The successful candidate will maintain safety records, assist with onboarding and background checks, and support reporting to government deliverables.

Qualifications

• Two years prior office administrative experience preferred.
• Experience with Microsoft Word, Excel and Outlook.
• Strong organizational skills.
• Experience using telephones, fax machines, copy machines, scanners and printers.

Responsibilities

• Provide reception services and greet visitors.
• Assist Project Manager with administrative support.
• Maintain employee records and upload documentation into UltiPro.
• Maintain safety files with electronic tracking of training and certifications.
• Upload licenses and certifications on site and electronically.
• Take meeting minutes and transcribe for distribution as required.
• Prepare and provide required reports to the government in accordance with Statement of Work deliverables.
• Update unions with monthly changes, additions, and performances.
• Process invoices through Company’s accounts payable system.
• Assist vendors with questions regarding information on invoices, documents & payments.
• Schedule interviews and provide management with necessary paperwork.
• Process backgrounds checks and pre-employment, and post-accident drug screens.
• In-process new employees and verify identification documents for I-9’s in UltiPro.
• Assist new hires with Onboarding process.
• Prepare termination paperwork for Project Manager review and update UltiPro.
• Track employee performance (reprimands, written warnings, counseling, note to file).
• Perform data entry in UltiPro, DMLSS, CMMS and other software as needed.
• Order office supplies in SmartsPro and distribute to departments.
• Perform scanning and copying of documents, sort and deliver mail.
• Schedule and coordinate annual medical testing.
• Assist Production Control Clerk with receiving, processing, and dispatching Help Desk work orders, including CMMS entry.
• Other duties as assigned

Skills

Office admin

Word

Excel

Outlook

Org skills

Phone & fax

Education

High School Diploma

Tools

UltiPro

DMLSS

CMMS

SmartsPro

Job description

Tripler Army Medical Center is seeking an administrative support specialist to handle front-desk reception, data entry in UltiPro, and document management for the department. The role involves coordinating with project management, processing invoices, and maintaining employee records with on-site licensing and certifications.

The successful candidate will maintain safety records, assist with onboarding and background checks, and support reporting to government deliverables.