Senior Administrative Assistant

Kamehameha Schools · Kapalama Campus

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Aloha mai!  Mahalo for your interest in Kamehameha Schools.  If you are looking for an opportunity to utilize your skills and talents and grow in your profession, while serving and strengthening our Native Hawaiian community, we would love to have you join our ʻohana!

Kamehameha Schools is seeking a highly organized and proactive Senior Administrative Assistant to support our Operations team, including Trades, Custodial, and Grounds departments. In this dynamic role, you'll serve as a key operational partner, coordinating administrative functions that help keep our campuses running smoothly and efficiently.

Responsibilities include managing Requests for Approval (RFAs), processing purchase orders (POs), coordinating purchases and vendor-related activities, tracking budgets and documentation, and providing comprehensive administrative support for day-to-day operations. The ideal candidate thrives in a fast-paced environment, demonstrates exceptional attention to detail, and enjoys collaborating with diverse teams to ensure operational excellence.

This role is an excellent opportunity for someone who enjoys being at the center of operations, supporting the essential services that help create a safe, well-maintained, and welcoming environment for our haumāna, faculty, staff, and community.

Job Summary

Provides confidential and administrative support to division leaders including but not limited to preparing, reviewing, and executing on all purchase requisitions, contracts and other procurement related documents. Responsible for management of fiscal records, and monthly reconciliations to budget reports. Secures, confirms and prepares documentation for travel arrangements, staff development and reimbursements. Handles confidential and sensitive correspondence, project documents and sensitive internal documents (e.g., RFAs).

Essential Responsibilities

Administration

• Manages calendar for division/department leaders, appointments, meetings, agendas and use of web based tools (e.g. Sharepoint, web mail, web page, etc.) as well as physical office space management.
• Supports leadership teams with agenda and meeting notes preparation and action item follow up. Attend and take meeting minutes for various meetings. Oversee and coordinate division meetings including meeting location reservation, ordering of meals for attends, drafting/finalizing agenda, handouts, and meeting set up.
• Completes and coordinates employment related documents and processes (e.g., key employee search, committee coordination, logistics, vacation, sick leave, interviews, scheduling, interview folder preparation and evaluation, set up, etc.) for key management and leadership positions.
• Leads and coordinates organization wide responses on behalf of the division (e.g. Giving Campaign, community outreach, service learning participation, reporting of business courtesies, announcements, training, safety and security messages, etc.).
• Coordinates and oversees division procurement processes to ensure consistency and compliance with current processes including purchase requisition preparation, purchase order coordination, bid solicitation, coordination and evaluation and procedure creation and documentation, telephone charge analysis, equipment inventory certification, file maintenance, contract review, mobile/smart phone coordination, etc.
• Coordinates and completes a variety of administrative functions including, but not limited to: process internal/external correspondence and documents, maintain operational files (both hard and soft copies); manages shared drive and other e-storage areas; process and coordinate submittal of documents for review and approval.
• Receives, routes and responds to calls, messages and correspondence to resolve matters. Furnishes information in accordance with organization policy, responds to inquiries, and relays/routes calls to others as appropriate. Composes general correspondence.

Fiscal/Budget Management

• Prepares, reviews and audits all purchases requisitions and maintains files of approved requests and other fiscal documents.
• Prepares expense reports for staff tuition, mileage and business reimbursements and coordinate all arrangements for staff development.
• Performs regular reconciliations against JDE reports, and assist with the preparation of overall division variance reports.
• Coordinates the purchase and maintenance of office equipment (permanent or movable) as needed.
• Prepares, coordinates and reconciles travel arrangements for staff and submits expense reports when traveler returns.

Event Management

• Leads and organizes division tasks to include but not limited to maintaining attendee listing, agenda drafting, coordinating travel arrangements (e.g., air, ground transportation, lodging), preparing for and attending various planning meetings, procure food/beverage for events, coordinate logistics and including IT support, pre-event planning and other "day of" event.

Project Support

• Assists with assigned project based work such as, but not limited to: research, file maintenance, draft, copy, edits and proofreading, maintenance of project timelines and milestones, including project communication. Assists with creating/preparing organizational charts, and multi-media presentations as needed.

Position Requirements

Minimum Qualifications - An equivalent combination of education and experience may substitute for the requirements listed.

• Associates Degree
• Minimum of 5 years of administrative or directly related work experience.
• Ability to work with confidential and sensitive information.
• Excellent organizational and self-initiative skills to coordinate multiple assignments, tasks and demanding deadlines.
• Working knowledge of microcomputers to include database, flowcharting, word processing and spreadsheet software applications to handle a wide variety of documents and tracking requirements.
• Ability to work flexible hours as needed.
• Ability to perform assigned work projects in a professional, confidential and competent manner.
• Ability to manage workload to achieve project goals and objectives to include managing multiple assignments.
• Ability to problem solve and recommend short and long term solutions.
• Ability to work independently with varied responsibilities and multiple priorities.
• Cooperates in joint efforts with leadership and staff in which group unity and efficiency are paramount to individual interests.
• Strong working knowledge of presentation software (e.g. PowerPoint and Visio).

Preferred Qualifications

• Familiarity of KS organization including internal policies, procedures and practices.

Physical Requirements

• Frequently sits, perform desk-based computer tasks and grasp light or fine manipulation, talk or hear.
• Occasionally stand and/or walk, write by hand, and lift and/or carry, push and/or pull objects that weigh up to 10 pounds.
• Rarely twist, bend, stoop, squat, kneel, crawl, climb, reach or work above shoulder, or grasp forcefully.

Working Conditions

• Work is conducted in an office environment and may require work to be conducted in non-standard workplaces.
• Work is typically conducted Monday through Friday at normal business hours.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by incumbents assigned to this job. This is not intended to be an exhaustive list of all the responsibilities, duties and skills required. The incumbent may be expected to perform other duties as assigned.

For internal use only: #LI-CAR

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities.  Please contact us at hr@ksbe.edu or 808-534-8040 if you require a reasonable accommodation to apply for a job or to perform your job.  Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

KS does not accept unauthorized solicitations of candidate referrals from third-party vendors (i.e. Staffing Agencies, Executive Recruitment Firms).  Any third-party vendor who has interest in supporting KS's recruiting efforts must be authorized by Human Resources prior to the vendor’s candidate applying with KS.  

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Compensation and Benefits

At Kamehameha Schools (KS), we recognize that compensation is just one facet of a fulfilling employment experience. Our commitment lies in fostering a positive work environment and equipping employees with the necessary resources to excel every day. Our Total Rewards Program embodies KS's dedication to the physical, mental, and financial well-being of our employee ʻohana. Explore our comprehensive Benefits Summary for more information.

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