Administrative Specialist

PAY RANGE:
$40,000 - $48,000 / 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 June 2024 - July 2027 with the possibility of extension for additional years. This is a temporary position anticipated to run through July 2026, with the potential for extension based on program needs and funding availability.

POSITION SUMMARY:

In alignment with the mission and vision of the YMCA of Honolulu, the Administrative Specialist collaborates closely with fellow YMCA team members under the leadership of the Program Executive Director of Teens & Young Adults. This pivotal role will manage and supervise the overall daily clerical/business office operations at our Atherton office located on the University of Hawai’i at Manoa campus. This position will perform a variety of administrative, staff, volunteer and program support duties that require a range of skills and knowledge of organizational policies and procedures. This position will assist and direct visitors, resolve administrative problems and inquiries; compose, edit, and proofread correspondence and reports, prepare a range of administrative documents, create and finalize promotional flyers, videos, and social media posts.

The Administrative Specialist operates with precision, adhering to established policies and procedures while strategically advancing the Association's overarching goals. The Administrative Specialist will work in conjunction with the Director of College & Career Readiness to create quality programs. The ideal candidate should demonstrate excellent attention to detail, communications expertise, leadership qualities, and should possess knowledge of opportunities available on the University of Hawai’i at Manoa campus and beyond. The Administrative Specialist plays a central role in fostering and fortifying invaluable relationships and partnerships with educational institutions, colleges, program offices and community organizations, thus helping facilitate the design and implementation of impactful opportunities at the Y.

ESSENTIAL FUNCTIONS:

• Oversee and support daily administrative, clerical, and business office operations for the Atherton YMCA.

• Develop, implement, and improve administrative systems and workflows to ensure efficient, compliant, and proactive operations.

• Prepare, edit, and manage correspondence, reports, records, and documentation to support programs, grants, audits, and compliance requirements.

• Coordinate scheduling, calendars, deadlines, and administrative logistics to support program operations and staffing needs.

• Assist with data collection, outcome tracking, and reporting for internal evaluation, grants, and association requirements.

• Create and support marketing and communication materials (e.g., flyers, social media content, videos) in alignment with YMCA branding standards.

• Support internal communications and ensure timely, accurate information sharing with staff, partners, and stakeholders.

• Supervise and support administrative staff and clerks aligned with branch operations.

• Collaborate with community partners, schools, and stakeholders to support youth development, healthy living, and social responsibility initiatives.

• Assist the Program Executive Director with assigned administrative, operational, and cross-departmental needs.

• Support staff and volunteer development efforts, including coordination of trainings, certifications, and engagement activities.

• Ensure all administrative and operational functions comply with YMCA policies, procedures, and risk management standards.

• Provide frontline and program support as needed and assist with special events, service learning initiatives, and Association-wide efforts.

QUALIFICATIONS:

• 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.

• 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.

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