Support Services Administrator

BBH; Kapolei (HI); On-site; USD 55,000 - 70,000; Full time

Job summary

Blood Bank of Hawaii is seeking a Support Services Administrator to coordinate day-to-day operations and support a matrix organization to enhance efficiency and effectiveness. In this role you will manage office operations, calendar scheduling, travel, records, and communications, while partnering with internal and external stakeholders to drive processes, reports, and professional development.

This position requires strong organization, confidentiality, and proficiency with Microsoft Office

Qualifications

• Minimum three years in office management or administrative support.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office and basic office equipment.

Responsibilities

• Office management including vendor and stakeholder relationships.
• Operations coordination: scheduling, data analytics, reports, and communications.
• Prepare business communications and presentations (verbal and written).
• Calendar management, travel, events, and meeting coordination (in person, hybrid, remote).
• Records management and documentation control (SOPs, forms, training).
• Support process development and improvement initiatives.
• Assist with business analytics and internal/external reporting.
• Engage in professional development and continuing education; perform other duties.

Skills

Office management

Administrative support

Communication skills

Time management

Confidentiality

Education

High School Diploma

Associate's degree or Business School Graduate (preferred)

Tools

Microsoft Office

Office equipment

Job description

Under the direction of Manager of Support Services of Blood Bank of Hawaii, the Support Services Administrator is responsible for day-to-day administrative coordination and support of a matrix organization to enhance operation and management effectiveness.

Key Responsibilities

• Office Management: vendor and business partner and internal/external stakeholder relationships, managing office equipment and supplies, telecommunications, inter office correspondence, training and utilization of tools (basic software, client portals etc.).
• Operations administrative support and coordination: logistics, scheduling, data analytics, reports, internal and external communications, regulated functions.
• Business communications; all forms of correspondence and presentations (verbal, written, internal/ external facing memos etc.).
• Management and leadership administrative support: calendar management, travel, coordination of events, coordination of meetings (including in person, hybrid and remote), meting record keeping (including scribing, documentation etc).
• Records management: efficient and effective records retention, retrieval and transfer processes.
• Process development and process improvement: participates in initiatives, projects and teams to develop new processes and procedures.
• Document management: coordinates and assists with the development of standardized, regulated and unregulated control documents (SOPs, Job aids, training materials etc.).
• Business analytics and presentations: assists with business related reports, statistics and basic analytics including compiling and organizing for internal and external written and oral presentations.
• Takes ownership in professional development and continuing education by participating in independent study, training, and professional networking opportunities.
• Performs other duties and responsibilities as assigned.

Qualifications

Education

• High School Diploma
• Associate's degree or Business School Graduate (preferred)

Experience

• Minimum three (3) years' experience in one or all of the following, preferred: office management, administrative support.
• Takes personal ownership and accountability for personal and team outcomes; self-motivated, reliable, organized and prepared. Adopts a growth mindset incorporating constructive feedback and experiential learnings for course correction and improvement.
• Strong oral, reading and written communication skills to interact effectively with a variety of internal and external colleagues.
• Excellent interpersonal interactions, effectively demonstrating empathy, emotional intelligence and a customer service mindset.
• Ability to manage multiple tasks and projects with attention to detail and follow through to meet deadlines with accuracy and consistency.
• High degree of professionalism: respect, integrity, teamwork, attendance and composure even under challenging, fluid situations.
• Good organizational and time management skills with the ability to prioritize tasks.
• Ability to work independently with minimal oversight.
• Ability to work as part of a team to productively collaborate and meet goals/objectives.
• Maintains strict confidentiality regarding all organizational matters, both internal and external.
• Proficiency with basic business software such as Microsoft Suite (such as Word, Excel, Outlook, PowerPoint, Visio) and office equipment.

Additional Requirements

• Professional, business-like appearance
• Good attendance
• Flexible with schedule and ability to work long hours - able to adjust work schedule and days off to meet operational needs.