Administrative Assistant, Summer Program Office

Job Posting Title

Administrative Assistant, Summer Program Office

Employee Type

Temporary Seasonal (Fixed Term) (Seasonal)

Recruiting Start Date

03-31-2025

Job Exempt?

No

Recruiting End Date

Open Until Filled

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!

Administrative Assistant 

Kamehameha Schools is searching for one (1) Administrative Assistant to support our afternoon summer program! Prior to program start, this position will focus on enrollment and registration tasks. During June and July, this position will assist with typical registrar tasks and will provide feedback to the Operations Manager regarding summer office procedures, among other responsibilities. The ideal candidate is someone with prior school registrar experience. This is a temporary, seasonal position based on operational need. 

  

Tentative Hire Dates: April - July 2025 

Tentative Schedule: M-F, 7:30am – 4:15 pm

  

Learn more about our summer program here: 

https://www.ksbe.edu/education/kapalama/halau_kukalaulama/summer_school/   

Job Summary

Provides administrative and office support for the summer school program. Responsible for filing, phones, email, processing documents, assisting with budgeting and purchasing activities (field trips, supplies, etc.), copying, distribution, data entry, compiling of various documents.  Participates in the registration process for students to include but not limited to: registration, filling waitlist, mailouts, fee collection, withdrawals, etc. Serves as office manager for an assigned unit during the summer session.

Essential Responsibilities

• Provides administrative and office support for the Summer School Program including but not limited to: handling routine correspondences, transmitting, faxing, copying, filing, distributing, data entry and organizing as needed.  Answers/directs phone calls assisting parents, students, counselors etc. with summer school attendance, questions, concerns and issues. Works in collaboration with other KS departments (admission, client services, financial aide) to assist families through the summer school process.
• Assist with the registration students in a short period of time to include but not limited to: registering students in classes, bus and lunch; filling waitlist, mailouts, fee collection, document collection, withdrawals, etc. May include registration of new invitees who are required to attend summer school.
• May serve as an office manager that assists the unit coordinator and assistant unit coordinator to ensure a safe, nurturing and stimulating learning environment in the unit. Maintains daily logs of all incoming visitors and students, transportation changes, medical services, early releases, etc.  Maintains files, many confidential in nature that may include personnel, timesheets and attendance records for students and staff. Assists with budgeting and purchasing activities that correlate to the unit needs (field trips, supplies, etc.) Provides SMS and KS Connect support for the office to include but not limited to: running reports and rosters, finding student and parent demographic information, schedules, etc. May be assigned to bus duty, terminal duty, recess supervision, monitoring of students, etc.
• Responsible for an end of summer report to include all duties through-out employment.

Position Requirements

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

• High school diploma or GED.
• Minimum 2 years of related work experience.
• Ability to manage multiple tasks and complex projects and meet competing deadlines
• Ability to work in PC applications including word processing, spreadsheets, database, multimedia presentations, electronic mail and internet.
• Strong written and verbal skills.
• Ability to manage multiline phone system.
• Excellent interpersonal skills to communicate effectively with various levels within and outside of KS to include administrators, faculty/staff, students, parents, vendors and to interact and work effectively with others in the Summer School program.
• Ability to establish and maintain good relationships with various KS departments and divisions and work well within a team approach concept.
• Ability to keep confidential information and data
• Ability to work independently with little supervision, self motivated with the ability to take appropriate initiative, establish work priorities and balance competing priorities and deadlines.
• Ability to work flexible hours.

Preferred Qualifications

• Familiar with KS programs, policies and procedures
• Knowledge of Hawaiian Culture (i.e. values, programs, etc.)

Physical Requirements

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

Working Conditions

• Hours during program: 6:30 a.m. - 3:15 p.m. Monday - Friday.
• Work is conducted in an office environment and may require work to be conducted in non-standard workplaces.

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.

Work Year

Pay Range

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.

Primary Location

Kapalama Campus

City, State

Honolulu, Hawaii

Additional Locations