Staff Assistant II

HMSA • Honolulu, HI

1d • Hybrid

About The Position

1. Corporate Compliance Training Administration Manage the training database for employees and temporary workers/contractors with the assignment of administering onboarding and annual continuing education training; follow-up on overdue assignments; ensure accuracy of demographic information into the database; prepare regular status reports. Troubleshoot and propose solutions/recommendations. Resolve problem reports and issues. Recommends improvements for efficiency in procedures. 2. Administrative Support Perform administrative functions for management teams including scheduling and arranging internal and external meetings; preparing travel arrangements for conferences, meetings, seminars; assisting with expense reports, invoice processing, and check requests; routing mail; processing print requests, and access requests. 3. Compliance Office Support Support routine operational functions and projects including but not limited to: Initial review, analysis of required action (and triaging when appropriate), compose responses that address all concerns raised, and timely closure of routine cases in compliance tracking system Collection, review, tracking, and follow up procedures to ensure all necessary compliance documents are obtained for temporary workers. Organize and implement Compliance & Ethics Week activities. Enterprise policy management, including tracking and follow up with external stakeholders to support regular and timely review and approval. 4. Committee Support Manage the administrative duties for the planning and execution of compliance committees, including the Audit & Compliance Committee of the Board of Directors, C&E Advisory Committee, Compliance Operations Committee and other subcommittees. Manage sensitive corporate files (by-laws and corporate documents). Coordinate meetings, including notification of meetings to members, coordinating site arrangements, assembling meeting materials, managing pending agenda items and conducting meeting reminder notices (phone or mail). Assisting with preparing and drafting presentation materials, uploading to the appropriate sites and applications, and preparing accurate and complete minutes. Manage administrative duties for external audits including preparing and coordinating for onsite examinations. 5. Performs all other miscellaneous responsibilities and duties as assigned or directed.

Requirements

• Associate's degree and three years of related work experience or an equivalent combination of education and related experience.
• Strong verbal and written communication skills.
• Working knowledge of general office practices and procedures.
• Basic knowledge of Microsoft Office applications. Including but not limited to Word, Excel, PowerPoint, and Outlook.

Responsibilities

• Manage the training database for employees and temporary workers/contractors with the assignment of administering onboarding and annual continuing education training; follow-up on overdue assignments; ensure accuracy of demographic information into the database; prepare regular status reports.
• Troubleshoot and propose solutions/recommendations. Resolve problem reports and issues. Recommends improvements for efficiency in procedures.
• Perform administrative functions for management teams including scheduling and arranging internal and external meetings; preparing travel arrangements for conferences, meetings, seminars; assisting with expense reports, invoice processing, and check requests; routing mail; processing print requests, and access requests.
• Support routine operational functions and projects including but not limited to: Initial review, analysis of required action (and triaging when appropriate), compose responses that address all concerns raised, and timely closure of routine cases in compliance tracking system Collection, review, tracking, and follow up procedures to ensure all necessary compliance documents are obtained for temporary workers. Organize and implement Compliance & Ethics Week activities. Enterprise policy management, including tracking and follow up with external stakeholders to support regular and timely review and approval.
• Manage the administrative duties for the planning and execution of compliance committees, including the Audit & Compliance Committee of the Board of Directors, C&E Advisory Committee, Compliance Operations Committee and other subcommittees. Manage sensitive corporate files (by-laws and corporate documents). Coordinate meetings, including notification of meetings to members, coordinating site arrangements, assembling meeting materials, managing pending agenda items and conducting meeting reminder notices (phone or mail). Assisting with preparing and drafting presentation materials, uploading to the appropriate sites and applications, and preparing accurate and complete minutes.
• Manage administrative duties for external audits including preparing and coordinating for onsite examinations.
• Performs all other miscellaneous responsibilities and duties as assigned or directed.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 1,001-5,000 employees