Youth Programs Operations & Onboarding Specialist

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

Benefits offered by this job

Free Y membership with employment

Referral bonuses

Up to 60% discounts for Y programs

Job summary

The Administrative Specialist at YMCA of Honolulu supports the Y Teen Club Afterschool and Summer Programs with essential administrative and operational tasks. This includes managing recruitment data, background checks, attendance, scheduling, and staff records to ensure program compliance and quality.

The role develops robust administrative systems, coordinates onboarding across departments, and tracks staff certifications, training needs, and inventory.

Qualifications

• Must have a high level of organizational and multitasking ability.
• Strong written and verbal communication skills required.
• Experience with donor or grant-funded programs preferred.
• Non-profit or youth development experience preferred.
• Proficiency with Google Workspace and MS Office tools required.

Responsibilities

• Assist with communications, correspondence, and report preparation.
• Develop outreach materials, manage grant deliverables, and handle reporting tasks.
• Perform accurate data entry and maintain organized program records.
• Create and maintain administrative systems ensuring compliance and readiness.
• Coordinate onboarding and staff certifications across departments.
• Monitor staff certifications and required documentation; track renewals.
• Support inventory and program operations; collaborate with multiple departments.
• Provide frontline site engagement to understand operations and staff needs.
• Identify training gaps and coordinate staff development opportunities.
• Propose process improvements while aligning with funding requirements.

Skills

Travel between locations

Communication skills

Organizational multitasking

Attention to detail

Interpersonal skills

Fostering inclusive environments

Staff training and motivation

Education

High school diploma or equivalent

Bachelor's degree preferred

2+ years donor/grant-funded program experience

Non-profit / youth development experience

Google Workspace and MS Office proficiency

Tools

Google Workspace

Microsoft Word

Excel

Canva

InDesign

HR Symphony by ALTRES

ActiveNet

TechSmith products

Job description

The Administrative Specialist at YMCA of Honolulu supports the Y Teen Club Afterschool and Summer Programs with essential administrative and operational tasks. This includes managing recruitment data, background checks, attendance, scheduling, and staff records to ensure program compliance and quality.

The role develops robust administrative systems, coordinates onboarding across departments, and tracks staff certifications, training needs, and inventory.