Coordinator, Support Services Job Listing at Kamehameha Schools in Kaneohe, HI (Job ID JR-04773-KamehamehaResourceCenter-WindwardMall)

Description

Job Posting Title

Coordinator, Support Services

Employee Type

Regular

Recruiting Start Date

06-13-2024

Job Exempt?

Yes

Recruiting End Date

Open Until Filled

Aloha mai!  Mahalo for your interest in Kamehameha Schools.  If you are looking for an opportunity to utilize your skills and talents and grow in your profession, while serving and strengthening our Native Hawaiian community, we would love to have you join our ʻohana!

Job Summary

Leads the Support Services team by providing one-stop-shop (OSS) assistance, resource support to community events, responses to status inquiries via telephone, e-mail, voicemail, workshops and in-person. Ensures the proper handling, authentication, and verification of completeness of documents received. Guides the operations to meet the demands of a high call volume call center, face-to-face traffic, and provide on-site leadership support in managing the various business processes including scheduling, program/systems training, facilities maintenance, budgeting, timekeeping, procurement, variance reporting and other support and operational activities. Coordinates work activities with internal/external resources to provide the highest degree of customer service.

Essential Responsibilities

Education Programs and Education Support

• Provides education and information about KS services of benefit to the applicant or other members of their family. Able to interact and work in a cross-functional manner and multi-task to meet daily time-bound requirements of supporting operations. Connects learners to both KS and community agency programs as applicable.
• Advocate and provides support for all KS programs across all island communities.
• Responsible for developing reports, correspondence and documents for Ho'oulu Hawaiian Data Center, Admissions, Financial Aid and other KS programs.
• Manages the demands of a high volume call center, support high traffic face-to-face, and be aware of and knowledgeable of all Program requirements and deadlines.
• Support implementation of tactical plans from various education programs and units.
• Assists with onboard training for new staff and intake support teams (Resource Center, Admissions, FASS, Data Center, and Regional Staff).
• Responsible for the creation and/or maintenance of user documentation, training manuals, and operational procedural documents.

Community Resource

• Supports community events, workshops or applicant help sessions to provide information and assistance with application processing for KS programs.
• Networks with Hawaiian agencies and organizations, Department of Education, business and communities. Coordinates and provides logistical support for special projects and activities in respective island communities, i.e. Trustee visits, community advisory meetings, project and outreach efforts for KS.
• Responds or redirects inquiries from tenants, beneficiary families, businesses, vendors, homeowner associations, and other stakeholders.

System & Administrative Support

• Serves as the lead with various systems to support and troubleshoot inquiries received.
• Adheres to strict guidelines and requirements for intake procedures of documents including but not limited to authentication, photocopying, data entry, inspection of court documents and verifying guardianship information.
• Annually review and adhere to current KS policies regarding PII, Student Records and Records Retention.
• Adheres to strict guidelines and requirements for maintaining the confidentiality of applicant information, documents received, interactions and contact information received and housed on various systems.
• Responsible for managing all access points to the suite, security of documents, files and equipment.

Program Planning, Administration

• Active participant to improve program; provides suggestions and makes changes to website, publications and forms needed to complete processing and training.
• Plans, creates materials, leads and facilitates training of seasonal hires.
• Measures effectiveness of call center handling, intake, community workshops and OSS events by tracking, monitoring, collecting and analyzing data, promoting continuous improvement and implementing changes to practices based on findings. Prepares summaries, reports and presentations.

Position Requirements

Minimum Qualifications - An equivalent combination of education and experience may be considered in lieu of the requirements listed.

• Bachelor's Degree in Business Administration or related field
• Minimum of 5 years of directly related work experience.
• Demonstrated organizational skills required to handle multiple assignments, complex tasks, timelines and deadlines.
• Demonstrated strong customer service orientation and the ability to organize, analyze, prioritize, and problem-solve within a fast-paced office environment with frequent interruptions.
• Ability to adapt work-style as needed to be effective both independently, as well as in collaboration with others in an environment of review and feedback.
• Ability to consider the ultimate impact of decisions and actions on internal and external partners and constituents.
• Strong collaboration, communication and interpersonal skills.
• Ability to manage confidential information and sensitive situations.
• Proficient in using Microsoft Windows and Office Suite products, primarily Windows, Excel, Word, Outlook and Access.
• Ability to establish and maintain good relationships within the respective island communities.
• Excellent communication, organizational and writing skills to effectively address a variety of audiences.
• Business and management skills; strong organizational skills
• Strong organizational skills to prioritize and handle complex, multiple, simultaneous projects and meet established timelines and deadlines.
• Demonstrated ability to remain flexible in a demanding work environment and to adapt to a rapidly changing environment.
• Ability to analyze and conceptualize, and to work independently with a high degree of accuracy and with highly confidential information.
• Ability to work evening and weekend hours as required to meet goals and objectives.

Physical Requirements

• Frequently sits, perform desk-based computer tasks and grasp light or fine manipulation, talk or hear.
• Occasionally stand and/or walk, write by hand, and lift and/or carry, push and/or pull objects that weigh up to 20 pounds.
• Rarely twist, bend, stoop, squat, kneel, crawl, climb, reach or work above shoulder, or grasp forcefully.

Working Conditions

• Work is conducted in an office environment and may require work to be conducted in non-standard workplaces.
• Work is typically conducted Monday through Friday at normal business hours but evening and weekend hours are often required to meet goals and objectives.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by incumbents assigned to this job. This is not intended to be an exhaustive list of all the responsibilities, duties and skills required. The incumbent may be expected to perform other duties as assigned.

For internal use only: #LI-CAR

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities.  Please contact us at hr@ksbe.edu or 808-534-8040 if you require a reasonable accommodation to apply for a job or to perform your job.  Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

Work Year

12

Pay Range

66,700.00 - 91,500.00 Annual

Compensation and Benefits

Based on the compensation range provided below, salaries are commensurate with job-related experience, skills and competencies, education, internal equity, length of work year, and other organizational needs.

At Kamehameha Schools (KS), we recognize that compensation is just one facet of a fulfilling employment experience. Our commitment lies in fostering a positive work environment and equipping employees with the necessary resources to excel every day. Our Total Rewards Program embodies KS's dedication to the physical, mental, and financial well-being of our employee ʻohana. Explore our comprehensive Benefits Summary for more information.

Primary Location

Kawaiahao Plaza

City, State

Honolulu, Hawaii

Additional Locations

Community Learning Center at Maili, Kamehameha Resource Center - Windward Mall

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