Job description
Division: Administration
Full-time: Exempt Status
POSITION SUMMARY
The Administrative Coordinator is responsible for administrative support and project coordination primarily for the Vice President for Administration & CFO and the Human Resources department, with additional ad hoc assistance to Fiscal and Compliance departments, as well as providing general office support for the University of Hawaii Foundation (UHF) offices.
REPORTS TO
Vice President for Administration and CFO
ESSENTIAL FUNCTIONS
The Administrative Coordinator is responsible for the following:
- Provide administrative support for the Vice President for Administration & CFO and Human Resources department, which includes assistance in preparing for meetings and other activities and the follow-up requirements at the end of these activities.
- Assist with fiscal duties: accounts payable, receivables, processing expense reimbursements, and providing budget reports for the Vice President for Administration & CFO, assisting with the budget submission process
- Draft correspondence, answer and respond to phone calls and emails.
- Assist with operational UHF communications by researching, drafting, and editing written materials for meetings, reports, and correspondence.
- Assist with scheduling, coordinating, developing agenda, and taking notes and minutes for employee staff meetings.
- Provide staff and office support, which includes screening and handling telephone and electronic communications, greeting and directing visitors, general reception duties, and dealing with administrative inquiries and supporting reception as they arise.
- Work with hiring managers and hiring departments to initiate onboarding schedule and securing office space for new hires
- Assist Human Resources with arranging staff parking and providing building access at King Street and UH Manoa.
- Submit facilities / work requests for central and campus offices and communicate relevant information to staff.
- Manage purchase requisitions and office supply inventory
EVALUATION
The Administrative Coordinator will meet annually with their supervisor to put in place a plan for the year. At the end of each year, the Administrative Coordinator and their supervisor will review progress toward the annual goals.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
Bachelor’s degree required.- Experience in a corporate, educational or non-profit organization environment preferred.
- Proficient in Microsoft Word, Excel, Outlook, PowerPoint, mail merge functions, and database and records management.
- Strong communication skills, verbal and written
- Must be highly organized and detail-oriented
- Must be multi-task oriented and able to work under deadline pressures
- Ability to work effectively in a large, complex and dynamic organization balancing competing priorities
- Professional, self-starter, reliable and team player
- Sensitivity to confidential information
- Ability to manage competing tasks
- Ability to meet deadlines and maintain self-motivation
- Ability to manage and manipulate databases
- Experience in higher education a plus
- Must reflect and represent the UHF’s values: Teamwork, Accountability, Service, Trust, Integrity and Excellence
WORKING CONDITIONS
Based at the First Interstate Building at 1314 S. King Street, Suite B, Honolulu, HI 96814, the Administrative Coordinator will work primarily in an office environment and will need to sit or stand for extended periods while either working at a computer, attending a meeting, or performing desk work. This position requires travel, mostly by auto. Employee must have a valid driver’s license and an acceptable driving record or must have an acceptable mode of transportation. The Administrative Coordinator may need to work some evenings and weekends and must be able to work to the demands of the position, which may exceed a 40 hour workweek. Travel may be required.
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