Administrative Coordinator

Position Overview:

Kupu's Administrative Coordinator provides administrative and operational support to Kupu programs, ensuring applicants, members, host sites, and staff successfully navigate recruitment, application, onboarding, and program completion requirements. This position maintains program records, coordinates compliance processes, supports member services, and delivers responsive customer service through clear and timely communication.  The ideal candidate is highly organized, detail-oriented, adaptable, and able to manage multiple priorities while maintaining confidentiality.

Program Goals:

The Program Administration team ensures Kupu programs are supported through accurate, timely, and consistent administrative processes that help applicants, members, host sites, and staff successfully navigate recruitment, onboarding, compliance, service, and program completion requirements.

Essential Functions and Responsibilities:

• Coordinate application, interview, offer, onboarding, and exiting processes for Kupu’s programs. 

• Prepare and distribute program offer letters, coordinate offer acceptance, and monitor completion of required documentation. 

• Coordinate criminal history checks and other compliance requirements in accordance with program policies and established timelines. 

• Maintain accurate and confidential member records, files, and data in Salesforce and other internal systems. 

• Serve as a primary administrative point of contact for applicants, members, host sites, and staff, providing timely communication and professional customer service. 

• Maintain administrative resources including communication templates, and forms. 

• Collaborate with program staff, payroll, host site partners, and internal departments to support recruitment, onboarding, compliance, and overall program operations. 

• Provide support with program logistics, events, and activities as needed. 

• Identify and support improvements to administrative processes, workflows, systems, and documentation. 

Kupu Mission and Values:

• Demonstrate professionalism, integrity, and a commitment to Kupu's mission and values.
• Foster a positive and collaborative work environment that reflects Kupu's culture and CHOSEN Values.
• Serve as a positive representative of Kupu when interacting with participants, partners, and community stakeholder’s

*This description is not intended to be a complete list of all duties and responsibilities required for this position.

Minimum Qualifications:

• Availability to work full-time, Monday through Friday, with occasional weekends and evenings.
• High school diploma.
• Minimum of one (1) year of experience in administrative support, human resources, program coordination, customer service, or a related field.
• Proficiency with Microsoft Office programs, including Excel, Word, Outlook, Office 365, and Teams.
• Excellent written and verbal communication skills. 
• Strong organizational, time management, and prioritization skills, with the ability to manage multiple tasks and meet deadlines.
• Exceptional attention to detail and accuracy.
• Strong customer service and interpersonal skills. 
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to adapt and work effectively in a fast-paced, changing environment.
• Ability to work effectively as part of a team.

Preferred Qualifications:

• Associate degree or higher.
• Valid driver’s license.
• Office administrative experience.
• Experience coordinating onboarding or compliance processes. 
• Experience using Salesforce or a similar CRM or database system.
• Experience supporting nonprofit, education, or workforce development programs. 

Physical Requirements:

Due to the nature of Kupu’s programs, the physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ascend or descend ladders, stairs, scaffolding, ramps, poles, and similar structures.
• Move into different positions to accomplish tasks in various environments, including tight and confined spaces.
• Remaining in a stationary position, often standing or sitting for prolonged periods.
• Move about to accomplish tasks or travel from one worksite to another.
• Adjust or move objects up to 15 pounds in all directions.
• Communicating with others to exchange information.
• Perform repetitive motions that may include the wrists, hands, and/or fingers.
• Operating motor vehicles or heavy equipment.
• Assess the accuracy, neatness, and thoroughness of assigned work. Sedentary work that primarily involves sitting or standing. Light work that includes moving objects up to 20 pounds.