EIL/TESOL Administrative Assistant

Brigham Young University – Hawaii

8d•$25 - $27•Onsite

About The Position

Provides comprehensive administrative, academic, and operational support for the English as an International Language (EIL) and Teaching English to Speakers of Other Languages (TESOL) programs. This position supports faculty, staff, students, and program coordinators through coordination of academic processes, budgets, communication, scheduling, travel, and events.

Requirements

High school diploma required; post-secondary education preferred.
Minimum of two year of secretarial experience; administrative or general office support experience preferred.
Working knowledge of University policies and procedures (or ability to learn quickly).
Knowledge of accounting and budgeting principles, including reconciliation and expense tracking.
Familiarity with PeopleSoft, Workday, and the Microsoft Office Suite (Excel, Word, Outlook); ability to learn additional systems as needed.
Strong verbal, written, interpersonal, and organizational skills.
High attention to detail with the ability to manage multiple tasks and deadlines.
Ability to supervise and support student employees.
Ability to accurately transcribe data and compose, edit, and format correspondence, reports, and memoranda.
Demonstrated ability to maintain confidentiality and handle sensitive information with discretion.

Responsibilities

Manage and reconcile department budgets and financial records.
Process purchase orders, reimbursements, deposits, and supply orders.
Use and reconcile the administrative purchasing card.
Support faculty and student conference fees, memberships, and approved travel expenses.
Coordinate with Financial Services and Purchasing as needed.
Support ELAT testing and related assessments.
Enter grades, placements, and test results into Canvas and internal systems.
Assist with class schedules, course additions, and academic calendars.
Support program reviews, exit interviews, and accreditation-related documentation.
Communicate with students regarding testing, deadlines, and academic processes.
Maintain EIL student and TESOL program databases.
Manage student placements, enrollment status, grades, and test records in compliance with FERPA and university policies.
Process TESOL applications and route qualified applications to program coordinators.
Maintain faculty and program records.
Prepare meeting agendas, take minutes, and distribute follow-up materials.
Coordinate departmental events (lectures, program previews, graduation banquets, conferences, etc.).
Assist with faculty onboarding (office setup, equipment, access requests).
Coordinate adjunct contracts, supplemental pay forms, and HR documentation.
Support student workers and oversee access needs (key cards, building access).
Assist with travel coordination in Workday and with the Travel Department.
Maintain department organization, shared files, and calendars.
Attending campus devotionals is a core responsibility for all members of BYU–Hawaii. In-person attendance is expected.
Other duties as assigned.