Program Support Specialist

Job Description

Job Description

Do you have a passion for our youth? Work shaping Hawaii’s future leaders.

About the Role
The Program Support Specialist is more than an office admin, they are the operational backbone of the organization: manage logistics, coordinate supplies, maintain systems, upkeep records, aid in planning events and ensure that 150+ students across 10+ school partnerships experience seamless, high-quality mentoring every single week.

Job  Type : Full - Time

Schedule : Monday - Thursday (9am - 3pm) in Office | Friday (9am - 5pm) Remote

*Occasional weekends

Pay : $20 - $21 per hour
Location : Pearl City

What You'll Do:
Logistics and Supply Management

• Order monthly supplies for 10+ school partnerships (snacks, drinks, activity materials)
• Manage program merchandise inventory (toys, toy bins, t-shirts, stickers)
• Coordinate weekly transportation for mentors/mentees (booking, scheduling, troubleshooting)

Event Planning & Coordination

• Prepare materials and logistics for 6 major annual events:
  • Graduation (May/June)
  • All-Star Event (July)
  • Winter Event/Activity (December)
  • Spring Event (March)
  • Last Day of Mentoring Party (May)
  • Monthly School Partnership Coordinator Meetings
• Book meeting locations 3-6 months in advance (meeting notes)

Document & Data Management

• Ensure agreements, applications, waivers, consent forms and assessments are complete/submitted on time
• Maintain and ensure organized Google Drive folders for easy navigation and access
• Archive program materials at the end of each school year
• Input and maintain mentorship records in database systems

Administrative Support

• Manage Google Calendar for program scheduling and task tracking
• Coordinate across multiple stakeholders (school staff, coordinators, vendors, parents)
• Set annual appointments with existing and new schools
• Aid Program Managers with weekly project and event management
• Attend monthly School Partnership Coordinator meetings

Systems & Process Improvement

• Create and update organizational systems that others can follow (SOPs)
• Identify inefficiencies and propose solutions
• Document processes for consistency and sustainability

Requirements:

• High school diploma or equivalent
• Open and fearless communicator with staff, supervisors, stakeholders (school faculty, donors)
• Team Player Mindset---Attitude to give more than to take
• Advanced Excel/Google Sheets skills (attendance tracking, inventory management, budgets)
• Proficiency in Google Workspace (Docs, Drive, Calendar, Forms)
• Experience with project management tools (Trello, Asana, or similar)

** WEEKLY PAY ** Health Insurance and Paid Holidays available ** 

** $200 Referral Bonus (w/ 80hrs worked) **

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