Special Programs Administrative Assistant

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Title : Special Programs Administrative Assistant Job Status : Full-Time (12-months), Non-exempt Salary Range : $46,200 ($22.21 per hour) to $51,300 ($24.66 per hour) annually based on experience Reports To : Director of Special Programs Hours : 8:00 a.m. to 4:30 p.m., Monday to Friday during the School Year; 7:15 a.m. to 3:45 p.m., Monday to Friday during Summer School

Special Programs Overview : 'Iolani Special Programs Office oversees Summer and After School Programs (ASP). 'Iolani Summer Programs offer K-12 academic and enrichment classes for current 'Iolani and visiting students (1,800+ students). After School Programs provide a broad range of learning opportunities in STEM, athletics, performing and visual arts, as well as After School Care, in a safe environment to bridge the gap between the end of the school day and when students go home (350+ students daily).

Job Summary : 'Iolani School is seeking an Administrative Assistant for our Special Programs/Summer Programs Office. This role provides comprehensive administrative and operations support to the Special Programs/Summer Programs office.

Essential Responsibilities :

• Provide primary customer service support as the first point of contact for students, parents, faculty, staff, and visitors, in person and on the phone .
• Manage office and conference spaces, supply inventory, filing, and updating calendar of events .
• Support registration functions for After School and Summer through communications with parents, faculty, and staff (procedures, drop-in), student schedule audits, and payment balances .
• Provide support for ASP faculty and ASC staff, including daily attendance, logistics preparation, and supply requests .
• Provide summer support, with a focus on Upper School attendance, faculty support, and overall operations .
• Utilize database systems (CampBrain and Veracross) to assist in managing student schedules, records, and updates .
• Provide general office and event support, and other duties as assigned .

Minimum Qualifications :

• High School Diploma. Bachelor's Degree is preferred.
3-5 years of previous office experience. Experience in an independent school preferred.
• Excellent organization, customer service, and communication skills .
• Anticipate and evaluate needs, and offer proactive solutions .
• Ability to multitask and prioritize work with attention to detail .
• Ability to work independently, while effectively handling interruptions, multiple demands, and deadlines .
• Maintain confidentiality and handle sensitive information with discretion .
Proficiency in office management systems, including experience and confidence using Google Suite, Microsoft Office, and database applications, and willingness to learn new applications .

Physical Requirements :

• Attendance is required 8 hours per day .
Some After School Care duties may require weekend and after hours attendance.
• Ability to sit for extended periods .
• Ability to stand and/or walk for sustained periods of time .
• Full leg and arm mobility (walking, ability to access overhead shelves) .
• Ability to lift and carry 20 pounds .
• Full range of head and neck movement .
• Ability to see and hear with or without correction .
Due to work in close proximity to children, must pass fingerprinting and background clearance checks.
• TB clearance required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

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