PIHOA E-Blast: Position Vacancy – Office Administrator

Aug 11, 2021 | News

PIHOA E-Blast: Position Vacancy – Office Administrator – FULL ANNOUNCEMENT

 
SUMMARY OF DUTIES
 
The PIHOA Office Administrator – Honolulu (OAH) is a full-time employment, exempt position located at the PIHOA Headquarters in Honolulu, Hawai’i. The PIHOA OAH is an active member of PIHOA’s Administration and Fiscal Team and is responsible for the daily operations and management of the PIHOA Honolulu Office, and oversight over PIHOA’s other field/project office locations. Continuation of employment will be dependent upon operational needs, satisfactory work performance, availability of funds, and compliance with applicable US federal/state laws. 
 
The OAH’s primary duties include:  
  1. Administration and management of all office policies and procedures in accordance with PIHOA’s Administrative and Fiscal Policies and Procedures and in compliance with all applicable US federal/state laws and regulations;
  2. Manage and monitor all office functions and associated systems, assets, and space, including a) inventory, track and procure all office and requested program/meeting materials, supplies, and equipment; b) maintain PIHOA’s Fixed Asset Registry, including tagging and disposal of fixed assets under the direction of PIHOA’ Fiscal Team; c) manage office vendors/contractors that supply and support various office functions and operations, including equipment and office leases, office/equipment maintenance contractors, making supply runs to local supply stores, etc.; and d) catalog and maintain all office files and filing processes and systems to ensure security, protection, ease of retrieval, transfer, and disposal of all PIHOA administrative and program records; 
  3. Continuously review and update PIHOA’s office and other administrative policies and procedures in coordination with other members of the PIHOA Administration and Fiscal Team and management;
  4. Organize PIHOA-sponsored meeting logistics, including registering and confirming attendees, ordering and managing meeting supplies and catering, and booking staff/attendee airfares, lodging, ground transportation, and other travel arrangements;
  5. Assist PIHOA staff and consultants to organize, book and troubleshoot duty travel arrangements in accordance with PIHOA’s Travel Policy;
  6. Compile, submit and track Payment Requisitions (PRs) in PIHOA’s financial management system for all office, travel and meeting-related expenses, including coordination with PIHOA Fiscal Team to ensure expenses stay within budget and adhere to PIHOA’s Fiscal Policies and Procedures;
  7. Assist PIHOA Governing Board, management, and program staff/consultants to schedule, monitor, and troubleshoot regularly scheduled virtual meetings and conference calls, including managing meeting recordings and taking minutes, when requested;
  8. When required, provide direct assistance to the Office Administrator located at the PIHOA Office in Guam; and
  9. Any other relevant duties as assigned by PIHOA management.
 
PRIMARY QUALIFICATIONS
 
  • Education: Bachelor’s Degree in Business Administration, or related field, from an accredited academic institution.
  • Job Experience: Minimum of three (3) years of experience in office administration and management in line with the primary duties noted above.
  • Job Knowledge: Knowledge and understanding of office management/operations and business financial principles such as GAAP; knowledge of basic information technology (computer networking, internet access, e-mail list serves, printing protocols, etc.); strong grasp of English grammar and spelling, and arithmetic; experience and familiarity working with the USAPIs, Pacific region, and/or in low-resource settings; familiarity of US non-profit/501(c)3 administration and US federal guidelines; knowledge of US federal cost principles for non-profits; and able to effectively communicate with respect and diplomacy with a range of people from differing backgrounds, value systems, cultures, religious affiliations, and varying degrees of English-speaking and writing competencies.
  • Other Requirements: Demonstrated competencies in office management policies and procedures; excellent interpersonal and customer service skills; strong organizational and time management skills, attention to detail and to meet multiple, tight deadlines; must possess a valid driver’s license and maintained a clean driving record; proficient in Microsoft Office software applications (e.g. Excel, PowerPoint, Word, Outlook, and Publisher); and ability to handle data with confidentiality. 
  • Travel: Must be willing and able to travel in the US mainland, Asia-Pacific region, and internationally, when required, with possible long durations away from home duty station, including working in low-resource settings.
  • Citizenship and Other Requirements: Must be a US citizen, or have a valid US Green Card, US Permanent Residency Card, Resident Alien, or other relevant US visa that allows for residency and employment in the US and its territories. Please be advised that PIHOA does not pay for passport and visa expenses. These will need to be valid and in good standing prior to PIHOA employment. PIHOA reserves the right to conduct security and background checks on successful applicants.
 
APPLICATION
 
Interested applicants may submit the following electronically with attention to Janet Camacho (janetc@pihoa.org), Deputy Director of Programs and Operations, no later than 5:00 pm, August 24, 2021, Hawaii Standard Time: 
  1. Letter of Interest that outlines your overall qualifications and professional experience in response to the Primary Qualifications listed above;
  2. Resume/Curriculum Vitae; and
  3. Minimum of three (3) professional references – these references must be from current and past employment supervisors from the last 5-10 years of employment.
For any enquiries related to this vacancy, please direct them to Janet Camacho at (janetc@pihoa.org).
 
ABOUT PIHOA
 
Established in 1986 by the chief health officials of the US-Affiliated Pacific Islands (USAPIs) of American Samoa, Commonwealth of the Northern Mariana Islands (CNMI), Federated States of Micronesia (FSM), Guam, Republic of the Marshall Islands (RMI), and the Republic of Palau, the Pacific Island Health Officers’ Association (PIHOA) is a 501(c)3 non-profit organization headquartered in Honolulu, Hawaii, with a field office in Hagatna, Guam. PIHOA’s mission is to provide, through collective action and decision-making, a credible regional voice for health advocacy in and for the Pacific, and health systems strengthening. 
 
PIHOA’s current membership is comprised of the ministers/directors/secretaries of health (executive governing board) of the six USAPIs, their deputies and Chief Executive Officers of local public hospitals (associates), and Pacific regional professional associations (affiliates). PIHOA’s Secretariat, comprised of ten executive, administrative and technical staff, and a number of short and long-term consultants, have been tasked to provide technical assistance and support to the USAPI health ministries/departments in the areas of health workforce development/human resources for health, epidemiology and surveillance, performance improvement, laboratory services, regional health policy and advocacy, health security, leadership development, and partnership engagement.