Administrative Coordinator/Office Manager

Position Title: Administrative Coordinator/Office Manager

Location: Kihei, Hawaii

Employment Type: Full Time, 12 month 

Appointment Type: Regular, SY26-27 

FLSA Status:  Exempt

Classification: HGEA BU13, 12month position     

Salary Range: $66324.00- $80736.00 Annually

Requisition #: REQ-SY2627-OFM-063

Start Date: July 1, 2026 or earlier based on candidate availability

Position Overview 

The Administrative Coordinator / Office Manager serves as the central operational support position for the school and is responsible for front office management, administrative coordination, student records support, human resources assistance, and day-to-day school operations. This position provides high-level customer service to students, families, staff, vendors, and community partners while ensuring efficient and professional school office operations in alignment with Hawaiʻi public charter school requirements and school policies.

The ideal candidate is highly organized, detail-oriented, culturally responsive, and able to manage multiple priorities in a fast-paced educational environment.

Example of Duties (include, but are not limited to):

Front Office & School Operations

• Manage daily front office operations and maintain a welcoming, professional school environment.
• 
  
• Serve as the primary point of contact for parents, students, visitors, vendors, and community members.
• 
  
• Answer and route incoming phone calls, emails, and correspondence.
• 
  
• Coordinate office procedures, calendars, scheduling, and meeting logistics.
• 
  
• Maintain office supplies, equipment, and vendor relationships.
• 
  
• Support school-wide operational projects and events.
• 
  
• Assist with facilities requests, maintenance coordination, and campus logistics.
• 
  
• Ensure confidentiality of student and personnel information.
• 
  
• Ensuring the safety of students as they enter/depart the campus
• 
  
• Managing all attendance-related inquiries and requests
• 
  
• Overseeing the site safety plan and procedures
• 
  
• Assisting with school-wide protocols and systems
• 
  
• Ensuring a safe, welcoming, and secure 'ohana area
• 
  
• Managing drop/off pick up process
• 
  
• Managing the site computer loan program
• 
  
• Managing all site deliveries, mail, supplies, and materials ordering/purchase
• 
  
• Basic clerical and fiscal operations for the campus
• 
  
• Assisting with the student withdrawal process and enrollment inquiries
• 
  
• Collaborating with Communications and Marketing Director to publicize campus events 
• 
  
• Assisting the Kihei Campus Director with the management of cleaning services, site schedule, and vendor contracts
• 
  
• Collaboration with the Oahu, Kona, and Kauai School Office Managers 

Student & Family Support

• Assist families with enrollment, registration, transfers, attendance, and student records.
• 
  
• Support student information system data entry and reporting.
• 
  
• Coordinate communication with families regarding school events, attendance, and announcements.

Personnel Support

• Support substitute teacher coordination and staff scheduling.
• 
  
• Assist with timesheets approval

Financial & Administrative Support

• Assist with purchase orders, invoices, reimbursements, and expense tracking.
• 
  
• Coordinate vendor communications and maintain records of contracts and services.
• 
  
• Support grant documentation and administrative reporting.
• 
  
• Prepare reports, spreadsheets, correspondence, and presentations as assigned.
• 
  
• Maintain organized digital and physical filing systems.

Compliance & Reporting

• Assist with emergency procedures, safety documentation, and operational protocols.

Work Schedule 

• Monday-Friday 7:45 am- 4:15 pm.
• 
  
• Occasional evening or weekend hours may be required for school events or operational needs

Minimum Qualifications

• Associate’s or Bachelor’s degree; Or equivalent combination of education and experience.
• 
  
• Minimum of three (3) years of administrative, office management, or school support experience.
• 
  
• Experience working with with children or in a school setting
• 
  
• Strong organizational, technological, multitasking, written and oral communication skills
• 
  
• Proficiency in Microsoft Office, Google Workspace, and database systems.
• 
  
• Ability to maintain confidentiality and professionalism.
• 
  
• Strong customer service and interpersonal skills.
• 
  
• Ability to work independently and collaboratively in a team environment.
• 
  
• Valid driver’s license

Physical Requirements

• Ability to lift up to thirty pounds. Perform basic manual labor, including climbing stairs multiple times daily.
• 
  
• Ability to sit, stand, walk, and use office equipment for extended periods
• 
  
• Ability to move throughout campus as needed

Equal Employment Opportunity Statement

Hawaii Technology Academy PCS is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected status in accordance with State and federal law.

Additional Conditions of Employment

Successful completion of a background check, TB clearance, Verification of education and employment history, and ability to meet all State employment eligibility requirements. Employees must comply with all mandatory reporting obligations under HRS350-1.1 and all applicable state and federal laws governing educators.

Compensation & Benefits: Salary Range $ 66324.00 - $ 80736.00  annually, commensurate with qualifications and experience. 

BENEFITS

• Paid Vacation &Sick Leave and State/Federal Holidays: 12-month employees receive 21 Days Vacation and 21 days sick leave per school year,provided that all conditions under the respective collective bargaining agreement are met.
• 
  
• Health Insurance: If eligible, the HTA PCS pays a part of the premiums for each employee's enrollment in a State sponsored Medical, Drug, Vision, and Adult Dental Plan. For more information, please visit the Hawaii Employer-Union Health Benefits Trust Fund  to see premiums and contributions for Bargaining Unit 05 members.
• 
  
• Group Life Insurance: The State provides a free life insurance policy for employees and retirees.
• 
  
• Employee Assistance Program paid by Employer.
• 
  
• Premium Conversion Plan: Participating employees may increase their take-home pay by having the State deduct the cost of health care premiums before payroll taxes are withheld.
• 
  
• Flexible Spending Accounts: Eligible employees can reduce their federal and state income taxes and social security taxes through a tax-savings benefit program called FSA -Health and Dependent Care Assistance (DCAP) This program allows employees to set aside money from their paychecks to pay for out-of-pocket health care expenses and eligible dependent care expenses on a BEFORE-TAX basis.
• 
  
• Retirement Plan: The State contributes to a retirement plan for eligible employees. Generally, employees with at least 10 years of credited service and who have reached 62 years of age or have 30 years of credited service and are 55 years old may retire and receive benefits. For more information, please visit ERS .
• 
  
• 403B - Retirement Plan: If eligible, Department employees are able to participate in a tax shelter annuity program. The TSA plan allows eligible employees to contribute pre-tax dollars to an employee-selected investment service provider authorized to provide TSA products.
• 
  
• Temporary Disability Insurance: Qualified employees may be eligible to receive benefits for a disability caused by a non-work related injury or illness under this program.
• 
  
• Social Security: As an employer, the State also contributes to an employee's social security account.
• 
  
• Workers' Compensation: If an employee is injured while on the job, benefits covering medical expenses and partial wage support may be available through workers' compensation.
• 
  
• Union & Collective Bargaining: Employees have the right to join the union for collective bargaining with the State and employee representation. Some employee unions provide discounts, insurance and other opportunities. 

The above is intended as a general summary of the benefits offered and is subject to change. This does not constitute a contract or binding agreement. Benefits vary by type of employment appointment and collective bargaining agreements.