Administrative Coordinator
HMSA
- Provide administrative and clerical support, including but not limited to the following activities:
- Coordinates, manages and maintains the calendar of department leadership. Ensures that meeting requests are accommodated in priority order. Triages information and alerts to priority meetings and deadlines; to include meeting room reservations
- Maintain staff work/leave/tasks schedules and internal time reporting worksheets
- Process print requests, work order requests, vendor invoices and other internal requisitions
- Coordinate staff training (webinars, conference calls or seminars) and make the related technical and travel arrangements (staff, member's and vendors); process reimbursement request
- Assist staff administratively in preparing, distributing and presenting reports, presentations and projects, to include use of computer applications (ex. Word, Excel, and Powerpoint)
- Organizes records and maintains file information in soft and/or hard format of all correspondence, program files and binders related to HMSA's contracts and files, to include Access Record Management.
- Compiles stores and retrieves records and files in data management process. Reviews, recommends and implements process improvements in administrative operating practices which include documenting policies and procedures, filing, record-keeping systems, and software file management processes.
- Process incoming and/or outgoing mailings timely and accurately in accordance with department policies and procedures and workflows. Tasks include but are not limited to:
- Generate letters using mail merge and invitee lists
- Create mailing labels and form letters
- Coordinate the mail-out with the HMSA administrative unit to meet delivery target
- Follow up on return mail and address corrections
- Opens mail addressed to department leadership within agreed upon timeframe
- Route/scan/store the documents as appropriate
- Retrieve requested documents for research and audits
- Maintain departmental databases/ logs to track receipt and mail-out
- Act as meeting coordinator for intra-dept. meetings and team meetings with other HMSA departments, partners and vendors: Coordinates logistical needs of meeting accommodations to include room and equipment reservation, ordering and set-up of refreshments, preparing, and distributing meeting agendas and minutes for various standard and ad-hoc meetings as assigned, to include webinar and conference bridge line setup.
- Monitors office supplies needs and orders as required. Arranges for office equipment repairs and maintenance.
Coordinates New Hire Activities for employees, temps and vendor/contractors; to include but not limited access setup, processing of onboarding/new hire forms, and assignment of workstations/equipment; and manages access management requests for department - Works closely with facilities department to arrange for work requests for any space- or facilities-related issues for the department.
- Assists with special events for the department including but not limited to employee recognition events, meetings and community relations events.
- Helps to orient new employees to the department; includes submitting AMU requests and ordering equipment, advising them on the tools and resources available to them with the company. Serves as a key resource in helping new employees navigate the processes and understand how to get things done at HMSA.
- Coordinate stakeholder (external, provider, vendor, internal) collaborative meetings, and other committee/training/advisory meetings hosted by Department Leadership. Duties to include but not limited to:
- Create/send invitation requests and manage RSVP of stakeholders
- Coordinate travel as applicable, meeting rooms onsite and offsite venues, and escort/building accesses
- Arrange for meals, parking, logistics, audio/visual equipment needs, and copying/distribution of meeting materials
- Greeting and intake of stakeholder attendees to include coordinating and checking in attendees
- Manage, distribute, maintain stakeholder meeting minutes
- Assists with special projects, department priorities and other duties to support department operations as assigned.
Vacancy posted 8 days ago
Similar jobs that could be interesting for youBased on the Administrative Coordinator in Honolulu, HI vacancy
$26 - $28 per hour
...Description Position: Administrative Coordinator Location: Honolulu Compensation: $26-28 per hour Parking: Provided on-site Position Summary The Project Coordinator supports program operations by managing intake, data processing, and...SuggestedHourly payWork at officeImmediate startRemedy Staffing
Honolulu, HI1 day ago- ...Minimum Qualification Requirements: Proven experience as an administrative assistant or office admin assistant. Knowledge of office... ...: Answer and direct phone calls. Plan, organize, coordinate and schedule appointments and events. Plan meetings and take...SuggestedWork at office
Finance Factor Ltd
Honolulu, HI5 days ago - ...Administrative And Clerical Support Coordinator Provide administrative and clerical support, including but not limited to the following activities: Coordinates, manages and maintains the calendar of department leadership. Ensures that meeting requests are accommodated...SuggestedTemporary workFor contractorsWork at office
Hawaii Medical Service Association
Honolulu, HI3 days ago - The Hawaii State Department of Education is hiring for a clerical position in Honolulu. The successful candidate will greet visitors, manage phone calls, and maintain accurate correspondence. Candidates should possess at least 1.5 years of experience, including essential...SuggestedWork at office
- ...Our award-winning boutique architecture and interior design firm is seeking a polished, proactive Studio Administrative Coordinator who thrives in a creative studio environment. The Studio Administrative Coordinator is a full-time, on-site role based in Honolulu, HI....SuggestedFull time
Peter Vincent Architects
Honolulu, HI1 day ago - ...Remedy Intelligent Staffing is hiring an Administrative Coordinator in Honolulu to support program operations by managing intake, data processing, and coordination activities across service programs. The ideal candidate should have a degree in Public Administration or...
Remedy Intelligent Staffing
Honolulu, HI1 day ago - ...Location: Usag Hawaii – Chapel Locations On Oahu Key Responsibilities: Coordinate year-round Catholic Religious Education programs. Prepare monthly RE calendars, facility requests, flyers, and reports. Track attendance and manage program documentation....Work at office
LADGOV CORPORATION
Honolulu, HI2 days ago $22 - $26 per hour
...TEKsystems is seeking a highly organized Executive Administrative Assistant in Honolulu, HI. This role involves providing executive-level administrative support, managing complex calendars, and coordinating meetings across various leaders. Ideal candidates have 3–5+ years...TEKsystems
Honolulu, HI2 days ago$64.2k - $116.4k
...your interpersonal and communication skills (verbal and written) to interface with employees at all levels. As an Executive Administrative Coordinator, you’ll work across teams to provide the knowledge, resources and tools that help EY teams deliver exceptional quality...Summer holidayWork at officeFlexible hoursEY
Honolulu, HI5 days ago$21 per hour
...are seeking a reliable and detail-oriented Office & Billing Coordinator to join the team. This position plays an important role in supporting... ...daily office operations, customer service, billing, and administrative functions. The ideal candidate is organized, professional...Full timeTemporary workWork at officeMonday to FridayAlliance Personnel Inc
Honolulu, HI4 days ago$20.38 - $36.44 per hour
...equitable. Ready to make a difference? Join us to start Caring. Connecting. Growing together. The Senior Clinical Administrative Coordinator is responsible for the completion of set processes and protocols. Works cooperatively with all members of the care team...Hourly payMinimum wageFull timeTemporary workWork experience placementLive inLocal areaRemote workWork from homeMonday to FridayShift work3 days per weekUnitedHealth Group
Honolulu, HI2 days ago- ...Administrative Specialist The State of Hawaii offers a range of benefits to its employees who are members of the civil service. Some benefits are offered as a result of collective bargaining agreements and changes may occur. A summary of these benefits, which is based...Full timeContract workTemporary workFlexible hours
GovernmentJobs.com
Honolulu, HI1 day ago $4,961 - $6,043 per month
...Administrative Specialist This recruitment is being conducted under the Operation Hire Hawaii (OH-HI) project, a targeted outreach initiative featuring an expedited hiring process, fast-tracking qualified applicants into job opportunities throughout Hawai'i. Applications...Permanent employmentImmediate startGovernmentJobs.com
Honolulu, HI1 day ago$6,043 - $7,351 per month
...Administrative Officer V The immediate vacancy is with the Department of Health. Salary: $6,043 to $7,351 per month (SR-24, Step D to I). Note: Hiring rates will be based on availability of funds, the applicant's qualifications, and other relevant factors. A...Permanent employmentFull timeTemporary workWork at officeImmediate startTrial periodFlexible hoursGovernmentJobs.com
Honolulu, HI1 day ago- ...Administrative Officer IV The Administrative Officer IV provides advanced administrative, fiscal, and operational support to the Department... ...and General Services (DAGS). This role is responsible for coordinating complex administrative functions, supporting management with...Work at officeLocal area
ATA Services, Inc.
Honolulu, HI2 days ago $4,961 - $6,043 per month
...with a reduction‑in‑force. Duties Summary NOTE: THESE VACANCIES ARE NOT SECRETARIAL, CLERICAL, OR OFFICE SUPPORT POSITIONS. The Administrative Specialist aids in getting things done through knowledge of and skill in dealing with organizations, workflow processes,...Permanent employmentContract workTemporary workWork at officeImmediate startTrial period$4,961 - $6,043 per month
...rates will be based on availability of funds, the applicant's qualifications, and other relevant factors. Duties Summary The Administrative Specialist aids in getting things done through knowledge of and skill in dealing with organizations, workflow processes, funding...Permanent employmentContract workWork at officeImmediate start- This position serves as the Administrative Officer (AO) within the Pharmacy Service for The VA Pacific Islands Health Care System (VAPIHCS) in Honolulu, HI. The incumbent plans, administers, and coordinates administrative services including budget formulation and execution...Contract workWork at office
$4,961 - $6,535 per month
The State of Hawai'i is seeking an Administrative Specialist to support program and organizational activities by managing financial and human resources. Candidates must have a bachelor’s degree and relevant experience, with salary ranging from $4,961 to $6,535 per month...$4,961 - $6,043 per month
...temporary positions. Note: These vacancies are not secretarial, clerical, or office support positions. Position Overview The Administrative Specialist assists in managing financial and human resources, as well as program evaluation, budgeting, procurement, and data processing...Permanent employmentTemporary workWork at officeTrial period$6,043 - $7,351 per month
...immediate vacancy is with the Department of Health. Salary $6,043 to $7,351 per month (SR-24, Step D to I). Responsibilities The Administrative Officer V position is responsible for assisting a program manager/administrator in developing and overseeing the administrative...Permanent employmentImmediate start$4,961 - $6,043 per month
Recruitment Number: OHHI-26020 Salary: $4,961 to $6,043 per month (SR-20, Step D to I) Responsibilities Level III Administrative Specialist assists a higher‑level Specialist or Officer in overseeing the administrative aspects of a program and organization. Duties include...Permanent employment$4,961 - $6,043 per month
...$6,535 per month (SR-22, Step D to I). Responsibilities Level III: Assist a higher‑level Specialist or Officer in overseeing administrative aspects of a program and organization. Tasks include managing operational details; providing guidance and advice to component units...Permanent employment- ...Administrative Specialist Are you ready to be challenged, make a difference, and experience professional growth in your career? Kleinfelder's local area operational support teams coordinate and lead! We are looking for teammates that are interested in providing high...Work at officeLocal areaFlexible hours
- ...A leading service provider is seeking a Remote Administrative Assistant to support daily operations and ensure smooth workflow across the team. This role will involve managing communication, scheduling, document management, and various administrative tasks while working...Work at officeRemote workWork from home
Ottawa
Honolulu, HI4 days ago $18 - $23 per hour
...Group is seeking a Clerical & Admin Specialist at Hawaiian Memorial Park Mortuary at Valley of the Temples in Kaneohe, Hawaii. Our administrative teams assume the crucial role of ensuring seamless operations throughout every stage of the delicate client family life cycle,...NorthStar Memorial Group
Kaneohe, HI3 days ago$3,471 per month
Salary: $3,471.00 Monthly Location : Exec Ofc on Early Learning: 2759 South King St, Room C-8, Honolulu, HI 96826 Job Type: Various, 12-month Job Number: 2025-00413P District / Complex Area: Classified / Exec Ofc on Early Learning School / Office: ...Permanent employmentFull timeContract workTemporary workPart timeWork experience placementWork at officeTrial periodFlexible hoursHawaii State Department of Education
Honolulu, HI2 days ago- Job Title Office Assistant IV Job Description Salary Range: Office Assistant IV, SR-10: $3,471.00 per month Examples of Duties: Evaluates and processes documents according to individual circumstances where the correct course of action is not clearly defined...Permanent employmentFull timeTemporary workPart timeWork experience placementWork at officeTrial periodFlexible hours
GovernmentJobs.com
Honolulu, HI3 days ago - The State of Hawai'i seeks a qualified candidate for a human resources role focusing on processing actions within established guidelines. The successful applicant will need one year of general office clerical experience and knowledge of HR rules. This position demands ...Work at office
State of Hawaii
Honolulu, HI1 day ago - Hale Ho Aloha in Honolulu, Hawaii, is seeking an Office Clerk to perform routine clerical and administrative tasks including answering phones, providing customer service, and supporting the Business Office's day-to-day operations. Candidates must have a high school diploma...Work at office
Do you want to receive more vacancies?
Subscribe and receive similar vacancies to Administrative Coordinator. Be the first to apply!
Related searches
- administrative coordinator Honolulu, HI
- administrative specialist Honolulu, HI
- remote administrative Honolulu, HI
- administrative clerical Honolulu, HI
- administrative analyst Honolulu, HI
- intern - administrative Honolulu, HI
- confidential administrative support Honolulu, HI
- administrative support Honolulu, HI
- administrative office technology Honolulu, HI
- administrative assistant scheduler - remote Honolulu, HI