Program Assistant
Hui Mauli Ola
Program Assistant
Job Description
Job Title:
Program Assistant
Classification:
FLSA Non-Exempt
Hourly Wage/Salary:
$21.00 per hour
Organization Overview:
Hui Mauli Ola is a 501(c)(3) non-profit organization committed to the preservation and
promotion of traditional Hawaiian healing practices. Our focus is to nurture the understanding
and appreciation of these traditional arts, ensuring they remain an integral part of community
health and wellness.
Summary/Objective:
The Program Assistant is responsible for providing administrative and logistical support to team
members throughout the planning and implementation of Hui Mauli Ola programs. This role
involves communicating between program participants, contractors, and managerial staff,
maintaining program schedules and assisting with the planning and execution of program events.
The Program Assistant will also assist in processing payments, purchasing supplies, managing
office records, and providing program support to the Program Manager. This role will be
instrumental in ensuring efficient operations, maintaining budget compliance, and supporting
program tasks such as assisting in grant management and data collection.
Duties and Responsibilities:
● Administrative and procurement support for projects, events, and other program
activities.
● Managing and organizing office records, including filing and travel arrangements.
● Scheduling appointments, coordinating meetings, reserve spaces for off-site meetings,
takes meeting minutes, and organizes reports.
● Supporting data tracking and reporting for project activities and events.
● Ensuring the security, integrity, and confidentiality of sensitive information.
● Assist in purchasing supplies and equipment as needed, ensuring budget compliance.
● Process, file, and organize purchase receipts, invoices, and expense documents.
● Assist in managing, coordinating, participating and executing special organizational
projects, including grant-related tasks and events.
Hui Mauli Ola - Job Description - Administrative Assistant - 1
● Maintain verbal, email, & messaging communications with Program Director, Program
Manager, and Contractors on meetings or programming updates.
● Managing online resources, including websites and social media.
● Managing the program calendar, including the Program Manager’s schedule, event
schedule, and other important dates.
● Attending staff meetings and development opportunities.
● Supporting program leadership in preparing correspondence with various stakeholders
● Perform additional tasks as may be required by superiors
Position Type and Expectations:
● Part-time position, 20 hours per week.
● A minimum 10 hours of in-office support, and a maximum of 10 hours of remote work.
Minimum Qualifications:
● Two years of experience as a program assistance or in a related field.
● Knowledge of office management procedures and computer literacy.
● Strong written and verbal communication skills.
● Proficient with computer technology, Adobe, and Google software.
● Dependable, proactive, with a high work ethic and ability to multitask in a fast-paced
environment while maintaining attention to detail.
● Strong time management, organizational, communication skills, and problem solving
skills.
Preferred Qualifications:
● Active involvement in Hawaiian Healing or cultural practices.
● Proficiency in Hawaiian language and knowledge of Native Hawaiian cultural practices.
● Work experience in the non-profit sector.
Reports to:
Program Manager
Interpersonal Characteristics:
- Demonstrate cultural sensitivity, ability to build positive relationships, encourage
collaboration, ability to facilitate conflicts constructively, maintains composure, and is open to
feedback.
- Excels in organizing, prioritizing, disseminating information, and conducting follow-ups for
timely completion.
- Ability to effectively, seek appropriate resources when needed to assist in problem resolution
- Demonstrates a commitment to continuous learning and improvement.
Hui Mauli Ola - Job Description - Administrative Assistant - 2
Essential Physical Requirements:
● Ability to perform light physical work, including lifting up to 40 pounds.
Physical Demands and Travel Requirements:
● Involvement in workshop setup and breakdown, and regular travel within Oahu and
neighboring islands for meetings and events.
Licenses or Certifications Required:
● Valid driver’s license and access to a privately-owned vehicle with valid insurance. First
Aid and CPR/AED certification, or willingness to obtain upon hire.
Benefits:
In addition, staff will enjoy the following benefits as an Hui Mauli Ola employee:
● Medical and dental benefits
● Paid holidays, vacation days, and sick days
Application Process:
Qualified applicants are encouraged to send a letter of interest with a current resume, and the
names and contact information (email addresses and direct phone numbers) of 3 professional
references to Jaela Henderson at jaela@huimauliola.org.
An Equal Opportunity Employer
