GlobalX Administrative Assistant

SALARY RANGE: $20.00 - $23.00 per hour

OVERVIEW

Mid-Pacific’s Global Exchange Academy (GlobalX) connects students in the U.S., Asia, the Pacific, and beyond through a dynamic blended learning platform. GlobalX offers traditional, experiential, and certificate-based courses spanning academic, co-curricular, and professional development opportunities.

Students from elementary school through adulthood can explore:

• Credit-bearing and enrichment courses
• Community-based learning (internships and externships)
• Arts, athletics, robotics, culinary, and inquiry-driven projects
• International and virtual programs

GlobalX also partners with Kupu Hou Academy, Mid-Pacific’s professional learning department, to provide development opportunities for teacher candidates, teacher leaders, and school leaders. Together, these programs foster deeper learning and meaningful connections across communities.

JOB SUMMARY

The GlobalX Administrative Assistant plays a vital role in coordinating logistics, managing communications, and serving as the first point of contact for families participating in GlobalX programs. Reporting to the Director of the Global Exchange Academy, this position ensures smooth daily operations, supports data collection and reporting, and maintains a welcoming, confidential, and responsive environment for students, staff, and families.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Program Coordination

• Support all GlobalX Programs (Extended Learning, After School Care, Summer Programs, Virtual Programs, Interim Camps/Workshops, and International Day Camps).
• Coordinate logistics and schedules for all programs.
• Provide on-the-ground support during programs, ensuring smooth execution.
• Track deadlines and deliverables, adapting to shifting program priorities.

Family & Student Support

• Serve as the first point of contact for families, responding to inquiries and directing them to appropriate team members.
• Communicate respectfully and effectively with students, staff, and families.
• Support implementation of new and ongoing initiatives in collaboration with program managers.

Data & Reporting

• Assist with data collection and tracking for program evaluation, attendance, and reporting.
• Use Google Suite and Excel to prepare reports and maintain records.
• Handle sensitive information with confidentiality and compliance.

Administrative Support

• Coordinate program communications, including email updates, schedules, reminders, and key announcements.
• Support the Director with administrative tasks, including handling confidential information.
• Perform additional duties as assigned to support the success of GlobalX programs.

Attendance and On-Site Presence

• Regular and predictable attendance at work.
• Provides in-person support and service.

Other duties as assigned.

SCHOOL SAFETY

• Participate in the development of a safe and healthy workplace.
• Comply with the instructions given for their own safety and health and that of others, in adhering to safe work procedures.
• Take reasonable care to ensure their own safety and health and that of others.
• Report any injury, hazard, or illness immediately, to their Supervisor and Human Resources by completing a form.
• Not place others at risk by any act or omission, not willfully or recklessly interfering with safety equipment.
• Act as a role model by demonstrating safe work behaviors.
• Identify, assess if necessary, and control hazards within the area of responsibility.
• Ensure that equipment/supplies are properly maintained.
• Maintain relevant knowledge of safety laws.
• Mandatory reporting of sexual abuse to law enforcement or child protective services, and Human Resources. Sexual abuse includes child molestation, any actual or alleged illegal or otherwise wrongful sexual conduct with a minor, and serial sexual misconduct, any actual or alleged illegal or otherwise wrongful sexual conduct with more than one victim; and committed by or alleged to have been committed by any perpetrator who is not a student of an included entity.

PROFESSIONAL COMPETENCIES

• Demonstrating Professional Body of Knowledge: A professional demonstrates an understanding of practice area knowledge and appreciates learning more about this practice area and beyond.
• Professional as a Learner: A professional engages in career-long professional learning and ongoing critical reflection to identify opportunities for improving leadership, mentoring, and collaboration. The inherent nature of a professional staff member is a keen, lifelong passion for learning, and a deep curiosity and wonder about people, events, and places.
• Fostering Effective Relationships: A professional builds positive working relationships with colleagues, other departments, and the community.
• Establishing an Inclusive Environment: A professional creates a safe, caring environment that is inclusive of and engaging for others.
• Professional as a Leader: A professional seeks leadership opportunities.

QUALIFICATIONS and/or Experience

• High school diploma required; bachelor’s degree preferred (or equivalent experience).
• 3–5 years of administrative experience, ideally in an educational or nonprofit setting.
• Proficiency with Google Suite and advanced Excel skills for data tracking.
• Strong organizational, time management, and multitasking skills.
• Clear and effective communication skills, both written and verbal.
• Ability to work independently and collaboratively in a dynamic environment.
• Demonstrated cultural competence and commitment to inclusive practices.
• Multilingual or bilingual ability (preferred but not required).

WORK SCHEDULE

This is a full-time, in-person,12-month position that requires 40-hour workweeks. Regular work hours are Monday through Friday, 8:00 am - 4:30 pm, with a 30-minute unpaid lunch break. These hours may vary depending on department needs, deadlines, summer programs, and school events. Flexibility to work outside regular business hours is required.

PHYSICAL DEMANDS

Our campus consists of multiple buildings on 44 hilly acres that requires frequent walking including uphill and stairs. The individual is required to talk and hear, often required to sit and use their hands and fingers, to handle or feel and manipulate keys on a keyboard. The employee will be required to frequently stand, run, and walk for lengths of time, lift and carry approximately 10-15 pounds, reach with arms and hands, climb or balance, and to stoop, bend, kneel, and crouch or crawl. Requires close vision.

MENTAL DEMANDS

On a daily basis, must frequently problem solve, make decisions, interpret data, organize, write, plan, and communicate clearly.

EQUIPMENT USE

Telephone, computer, iPad - frequently

Copier, printers and other hardware – frequently

WORKING CONDITIONS

Indoor - frequently

Outdoor, Loud Noise, Cold and Hot Temperatures – frequently

WORK ENVIRONMENT

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT

Mid-Pacific Institute provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, marital status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Salary : $20 - $23