Administrative Specialist

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.

$45,000 - $55,000 / year

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.

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 After school 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.

• 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…