Program Associate (Leihano)

Job Purpose
Reporting to the Program Manager, Puʻu Lei O Liliʻu (PLOL), the Program Associate supports Leihano kipuka on all administrative operations, including program support. This position is the first point of contact for families, the community, and partners, playing a vital role in communicating with others and demonstrating our organizational values. The position is also responsible for coordinating business functions, calendar management, meeting and event logistics, and supporting Program Staff as needed. On occasion this position may be required to work at other locations as needed.

Essential Responsibilities

Administrative Support:
• Responsible for customer service, assisting with incoming calls, messages, and creating a welcoming environment for guests and teammates. Assess the condition of facilities and supports ensuring cleanliness and safety of facilities, with particular attention to child centered spaces. Ensures continuous office coverage.
• Oversees incoming/outgoing mail service.
• Manage kipuka key inventory: tracking usage, securing keys in lock box, etc.
• Provides direct support to teammates on the following:
◦ DayForce (timesheets for non-exempt staff, FTO/PTO, etc.)
◦ Travel arrangements for programs
◦ Provide technical support to staff (laptops, xerox, LT software programs, Zoom accounts, etc.)
◦ Filing (hardcopy/digital) (ie. Hoʻokele)
◦ Kipuka CRM administration for Program contacts/resources
◦ ELTON, IT Tech Library system administration.
◦ Maintains and updates kipuka staff emergency contacts
• Responsible for replenishing supplies (office, program, coffee, etc.). Processes purchase orders and invoices for Programs and operations through LT systems (LT Pay and Concur). Assists in managing the cleanliness and organization of storage rooms/closets.
• Assist with vehicle refueling, logging vehicle mileage for annual reports.
• Supports the security systems administration: troubleshooting issues, contacting vendors for maintenance/repairs, program new staff into security alarm system, provides on-call support to respond to security alarms 24 hrs.

Program Operations Support:
• Ensures the cleanliness and safety of program spaces (on/off site)
• Attends weekly Program meetings (group/program planning, calendaring activities/events, coordinating support, etc.). Provides logistical support for program activities/events (set-up, clean-up, transportation, meals/snacks, supplies, material packets, sign-in, etc.). Supports Hoʻokele administration: data inputting, uploading forms, etc.).
• Partners with People Operations to request background checks for teammates, contractors, and partners in direct contact with kamaliʻi.
• Provides program assistance as needed: Transportation (assist as van drivers), program activities and implementation, chaperone on huaka’i or during activity/event, providing access to IT equipment for kamali’i, etc.

Other duties:
• Supports other functions such as interdisciplinary teaming collaborations and referals to our Virtual Counseling team (Mālama Line).
• Contributes to the Trust’s success by accepting new assignments, helping team members, learning new skills, and striving to improves team and organization results.

Qualifications
• High School Diploma or Associates Degree
• Two or more years of administrative experience
• Warm personality with strong communication skills
• Proficient knowledge of Mac and Microsoft Office Programs, preferred
• Able to research broad range of topics on the internet
• Excellent verbal and written communication skills
• Well-organized, detail-oriented, and able to handle in-depth special projects


Job Title: Program Associate Reports to: Program Manager, Puu Lei O Liliu
FLSA Status: Non-Exempt Aligned Executive: VP and Chief Program Officer
Kipuka: Leihano Department: Puu Lei O Liliu


Organization Competencies
• Alignment with Queen’s legacy: Understanding and appreciation of Queen Liliuokalani’s story, her legacy and the Hawaiian Culture is foundational to staff’s commitment to working with our Hawaiian children, families and communities. Demonstrates respect for and appreciation of Hawaiian values history, and culture, understanding its implication in one’s work, in fostering meaningful relationships, and in embracing the community served.
• Ho`omau i ka `imi Na`auao (Continuous Learning and Improvement): Committed to creating and reinforcing an environment of continuous learning and improvement.
• Ho`ike i na Mana`o Pono (Effective Communication): Communicates with those we serve and each other in a consistent manner that results in mutual understanding, harmony, and