Administrative Assistant for Student Life Office

Job Description

Job Description

ABOUT THE POSITION:

Hawai‘i Preparatory Academy is currently seeking an experienced professional to serve as the Administrative Assistant for the Student Life Office. This position plays a vital role in supporting the daily operations of the Student Life Office (SLO), helping to ensure a welcoming, responsive, and efficient environment for students, families, faculty, staff, and guests.

This role works closely with the Assistant Head of School for Upper school while directly supporting the Dean of Students. The ideal candidate will have strong organizational and communication skills, a background in administrative support (preferably in a school setting), and a genuine passion for supporting student wellbeing and campus life initiatives.

All responsibilities at the school are expected to support HPA's mission and align with its core values of Integrity, Respect, Pursuit of Excellence, and Wonder. We welcome individuals who foster an inclusive and supportive environment that celebrates diversity, culture, and belonging.

KEY RESPONSIBILITIES:

Student Life Center Operations:

• Track daily student attendance and notify the Dean of Students of discrepancies.
• Support co-curricular offerings and sign-up forms to students. Notify the Dean of Students of discrepancies in student sign-up and attendance.
• Manage the Attendance system including posting reports, sending reminders, and maintaining restriction lists.
• Support the Dean of Students in conduct-related work, including communication and tracking of citizenship concerns and consequences.
• Support the Dean of Students in the Student Work Program.
• Assist with coordinating and administering student safety training.
• Serve as the primary front-office presence for the Student Life Office.
• Welcome and assist students, families, faculty, staff, and visitors.
• Manage phone lines, schedule and coordinate meetings, and maintain the SLO conference room.
• Order and manage office supplies; troubleshoot office equipment issues.

Communications and Correspondence:

• Support the Assistant Head of School for Upper School and Dean of Students with the preparation and distribution of communications to families regarding student discipline, well-being, and Honor Code matters.
• Manage sensitive communications related to harassment, bullying, and citizenship.
• Track deadlines and send reminders regarding outstanding communications.

Event and Administrative Support:

• Assist the Dean of Students with student life events and activities.
• Support major campus events, including Opening Days, Ohana Weekend, school dances and Graduation.
• Collaborate across administrative departments to ensure smooth event operations.

Additional Duties:

• Act as a liaison between students, faculty, and the Student Life team.
• Support special projects and initiatives.
• Maintain professionalism, discretion, and flexibility in a fast-paced, student-centered environment.
• Perform other duties as assigned by the Assistant Head of School for Upper School or the Dean of Students.

MINIMUM QUALIFICATIONS:

• Bachelor's degree or equivalent experience in education, student support services, or administrative support.
• At least two years of experience in an office or school-based administrative setting.
• Strong written and verbal communication skills.
• Proficiency with office software (e.g., Google Workspace, Microsoft Office).
• Exceptional organizational skills and attention to detail.
• Excellent interpersonal skills with a strong student-service orientation.
• Ability to manage multiple priorities in a fast-paced environment.
• Ability to maintain confidentiality and exercise sound judgment

PREFERRED QUALIFICATIONS:

• Experience working in an independent school or educational setting.
• Experience supporting student life, counseling, or residential life programs.
• Comfort with integrating new technology tools into administrative processes.

Physical Demands:

• Be able to sit at a desk and work on a computer for extended periods.
• Be able to lift up to 30 pounds as needed.

Employment Term: 11 Months

Work Schedule: Monday-Friday, between 7:30 AM and 4:00 PM (Schedule may adjust based on school or program needs)

Starting salary: $21-$23 depending on experience.

Status: hourly Non-exempt

ABOUT US:

The mission of Hawai'i Preparatory Academy (HPA) is to provide exceptional learning opportunities in a diverse community honoring the traditions of Hawai'i . Our work is grounded in HPA's Core Values of Integrity, Respect, Pursuit of Excellence, and Wonder.

Located on Hawaii Island, one of the most beautiful places on the planet, HPA is a co-educational, college-preparatory, day and boarding school that serves kindergarten through 12th grade. Our students live and study within rare landscapes, precious ecosystems, and a mix of world cultures. We embrace these attributes to create unique signature programs, research partnerships, and growth opportunities to empower students with a sense of purpose and the real-world skills to explore and reinvent that purpose over a lifetime. HPA's goal is to be among the greenest of schools and to undertake a leadership role in sustainability education, where our campus serves as a living laboratory that sends engaged citizens and agents of change into the world.

We seek individuals who believe in our school mission and core values and who share our commitment to the children of Hawai'i Island as well as the dynamic young people who come to HPA from around the world.

HPA is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, ancestry, sex including gender identity or expression, sexual orientation, age, disability, status as a protected veteran, status as a qualified individual with a disability, marital status, arrest and court record, credit history, status as a victim of domestic or sexual violence, among other things, as provided for by State and Federal law status, arrest and court record, credit history, status as a victim of domestic or sexual violence, among other things, as provided for by State and Federal law.