Programs Assistant

Job Title: Programs Assistant

Reports To: Executive Director

Location: Kailua-Kona

Position Type: Full-Time, Hourly

The Hualālai ‘Ohana Foundation is seeking a Programs Assistant to provide administrative and programmatic assistance to ensure the smooth operation of the Foundation’s programs. Working closely with the Programs Coordinator, the Programs Assistant is responsible for a range of tasks that contribute to the planning, execution, and evaluation of various programs, events, and initiatives.

Qualifications & Requirements:

Previous experience as an administrative assistant or in a program support role.

Proficiency in Microsoft Windows applications.

Strong organizational, communication, and interpersonal skills.

Ability to manage multiple tasks and deadlines efficiently.

Capacity to work independently with strong initiative, as well as collaboratively within a team.

High level of responsibility, reliability, and professional integrity.

Strong problem-solving abilities and attention to detail.

Ability to maintain privacy, confidentiality, and anonymity of applicants.

Essential Functions:

Office Support:

Greet and assist visitors; manage phone calls and emails, and handle correspondence.

Assist the Executive Director and Programs Coordinator with scheduling, client management, and community relations.

Maintain accurate and organized foundation files.

Attend board and committee meetings, take minutes as needed, and submit them to the for approval.

Prepare materials and attend employee event programs, including Program Fairs and ceremonies.

Complete and submit check request forms for signature and prepare checks for mailing after they are processed.

Assist in maintaining all office records required for the annual audit.

Program Support:

Develop a thorough understanding of all programs and communicate opportunities to participants effectively.

Assist the Programs Coordinator in obtaining required documentation and missing application information; maintain an accurate database of award applications.

Support the development and maintenance of project timelines, budgets, and work plans.

Assist in monitoring and evaluating program performance by collecting data and preparing reports for internal and external stakeholders.

Coordinate logistics for program-related events, meetings, and workshops.

Facilitate communication and collaboration between the program team and other Foundation activities.

Assist with program-related tasks and reporting for the Education & Medical Committees.

Additional Qualifications:

A Bachelor’s degree is preferred but not required.

Strong written and verbal communication skills.

Excellent organizational and project management abilities.

Previous experience in medical billing is preferred but not required.

Proficiency in Microsoft Office Suite; comfort with mail merging and familiarity with application software is beneficial.