EIL​/TESOL Administrative Assistant

Job Summary

Provides comprehensive administrative, academic, and operational support for the English as an International Language (EIL) and Teaching English to Speakers of Other Languages (TESOL) programs. This position supports faculty, staff, students, and program coordinators through coordination of academic processes, budgets, communication, scheduling, travel, and events.

• Manage and reconcile department budgets and financial records.
• Process purchase orders, reimbursements, deposits, and supply orders.
• Use and reconcile the administrative purchasing card.
• Support faculty and student conference fees, memberships, and approved travel expenses.
• Coordinate with Financial Services and Purchasing as needed.

• Support ELAT testing and related assessments.
• Enter grades, placements, and test results into Canvas and internal systems.
• Assist with class schedules, course additions, and academic calendars.
• Support program reviews, exit interviews, and accreditation-related documentation.
• Communicate with students regarding testing, deadlines, and academic processes.

• Maintain EIL student and TESOL program databases.
• Manage student placements, enrollment status, grades, and test records in compliance with FERPA and university policies.
• Process TESOL applications and route qualified applications to program coordinators.
• Maintain faculty and program records.

• Prepare meeting agendas, take minutes, and distribute follow-up materials.
• Coordinate departmental events (lectures, program previews, graduation banquets, conferences, etc.).
• Assist with faculty onboarding (office setup, equipment, access requests).
• Coordinate adjunct contracts, supplemental pay forms, and HR documentation.
• Support student workers and oversee access needs (key cards, building access).
• Assist with travel coordination in Workday and with the Travel Department.
• Maintain department organization, shared files, and calendars.
• Attending campus devotionals is a core responsibility for all members of BYU–Hawaii. In‑person attendance is expected.
• Other duties as assigned.

• High school diploma required; post‑secondary education preferred.
• Minimum of two year of secretarial experience; administrative or general office support experience preferred.

• Working knowledge of University policies and procedures (or ability to learn quickly).
• Knowledge of accounting and budgeting principles, including reconciliation and expense tracking.
• Familiarity with People Soft, Workday, and the Microsoft Office Suite (Excel, Word, Outlook); ability to learn additional systems as needed.
• Strong verbal, written, interpersonal, and organizational skills.
• High attention to detail with the ability to manage multiple tasks and deadlines.
• Ability to supervise and support student employees.
• Ability to accurately transcribe data and compose, edit, and format correspondence, reports, and memoranda.
• Demonstrated ability to maintain confidentiality and handle sensitive information with discretion.

• 401(k) matching
• Tuition benefits for employee and qualified dependents
• Medical and Dental
• Short‑ and Long‑term disability benefits
• Paid parental and maternity leave

Air‑conditioned office environment with the minimal physical effort required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

As an educational institution affiliated with The Church of Jesus Christ of Latter‑day Saints, BYU–Hawaii prefers to hire qualified members of the Church in good standing, as authorized under 41 C.F.R. 60‑1.5 (a)(6). To be eligible for employment, applicants who are members of the Church must hold and be worthy to hold a current temple recommend and receive a clearance from the Church’s Ecclesiastical Clearance Office.

Job applicants must be able to meet these conditions to advance through the hiring process successfully. An expired temple recommend will prevent consideration for hire.

25.00 - 27.00. The wage offered could be above or below range based on education and experience as it relates to the job description.