Administrative Specialist

PAY RANGE:
$45,000 - $55,000 / 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 until July 2027 with the possibility of extension for additional years. This is a temporary position, with the potential for extension based on program needs and funding availability.  

POSITION SUMMARY:

Aligned with the mission and vision of YMCA of Honolulu, the Administrative Specialist works under the guidance of the Administrative Director of Y Teen Club Afterschool and Summer Programs. This role provides direct administrative and operational support for the program, including recruitment data, background checks, clearances, outcome and financial reporting, and documentation related to attendance, scheduling, registration, incident/accident reports, behavior notifications, staff records, certifications, inventory, and program operations. 

The Administrative Specialist is responsible for developing, organizing, and maintaining administrative systems that support program consistency, staff readiness, compliance, and effective day-to-day operations. This includes maintaining accurate records, coordinating onboarding processes across departments, monitoring staff certifications and required documentation, supporting inventory systems, and identifying opportunities to improve administrative and operational processes. 

The Administrative Specialist will also maintain a strong presence within program sites and may work in frontline program positions to develop an understanding of site operations, staff responsibilities, and training needs. Through this direct experience, the Administrative Specialist will work with the Administrative Director and program supervisors to identify staff development opportunities, coordinate training initiatives, and advocate for resources and support that strengthen staff performance and program quality. 

ESSENTIAL FUNCTIONS:

• ​​​​​​​Assist with communications, correspondence, and report preparation.
• Develop outreach materials, manage grant deliverables, and handle reporting tasks.
• Perform accurate and timely data entry and maintain organized program records.
• Create, implement, and maintain administrative systems that support consistent program operations, compliance, and staff readiness.
• Develop and maintain tracking systems for staff certifications, clearances, required documentation, training completion, renewal dates, inventory, and other operational requirements.
• Coordinate with Human Resources, Training, Branch Operations, Finance, Information Technology, and other departments to support consistent onboarding and staff readiness initiatives.
• Serve as a liaison between program leadership and applicable departments to communicate onboarding needs, coordinate required processes, and ensure timely completion of staff requirements.
• Assist in developing and maintaining onboarding resources, checklists, training materials, and processes for new and returning staff.
• Work directly with program supervisors and the Administrative Director to identify staff training needs and develop or coordinate training opportunities that address those needs.
• Work in frontline positions at various Y-Teen Club program sites and other assigned program areas to gain firsthand knowledge of program operations, staff responsibilities, workflows, and site-specific needs.
• Use frontline experience and observations to identify operational challenges, training gaps, and opportunities to improve staff support and program consistency.
• Support and advocate for staff by identifying barriers to effective job performance and helping connect staff with appropriate training, resources, and operational support.
• Assist with coordinating staff training and professional development initiatives, including scheduling, communication, materials, facilities, attendance tracking, and documentation.
• Propose innovative solutions to improve administrative processes, staff support systems, and program operations while maintaining alignment with organizational procedures and funding requirements.
• Communicate relevant operational, staffing, or resource needs to the appropriate supervisor and assist with follow-up.
• Stay updated on trends and developments in philanthropy, grant funding, nonprofit management, youth development, staff development, and training practices.
• Take on additional responsibilities as assigned.

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.