What are the responsibilities and job description for the Academic Support Specialist, pos #79356 position at University of Hawaii?
Description
Title: Academic Support Specialist
Position Number: 0079356
Hiring Unit: Academic Affairs, College of Pharmacy Dean’s Office
Location: UH at Hilo
Date Posted: 09/23/2024
Closing Date: Continuous, first review on or about October 8, 2024
Band: B
Salary : salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Permanent
Other Conditions: Appointment to begin approximately November 2024, pending position clearance and availability of funding.
Duties and Responsibilities
1. * Independently provides administrative support for the CoP Office of Academic and Student Affairs including but not limited to academic support, student records and admissions.
2. *Assists in the development and implementation of academic support services, including coordination of tutoring services.
3. *Responsible for all statistical reports for Student Affairs, including but not limited to, DKICP Administration, State Legislature, AACP, ACPE, and UH System Administration.
4. *Communicates information clearly and accurately about semester course offerings, curriculum requirements, facility and instructional resources to both students and faculty.
5. *Assists with building parts of terms and courses applicable to curriculum.
6. *Assist with gathering of data for assessment reports.
7. Inputting collected assessment data into databases or spreadsheets, ensuring accuracy and confidentiality.
8. *Responsible for accurately entering data in Banner, Excel, PharmAdmit, and other applications.
9. *Assist with the development and management of the DKICP class schedule, exam schedule, proctoring schedule and room assignments for DKICP programs, including exam coordination for students with exam accommodations.
10. * Coordinates, develops and maintains the academic archives of the College including records required for accreditation, electronic syllabi.
11. Participates in campus committees and assist in campus-related activities that pertain to program objectives.
12. *Responsible for the development, management and enforcement of the electronic key management system for the DKICP facilities, including but not limited to, creating and enforcing policies, building lock schedules, distribution of key cards to students.
13. *Assist with Early Admission and PPA Pathway- Admissions, advising students, tracking, checking student eligibility each semester, GPA calculation, records and meeting with college counselors.
14. *Responsible for purchasing necessary materials through UH Purchasing system, with P-Card or Purchase Order for Academic and Student Affairs events or functions.
15. *Prepare and submit requisitions; contacts vendors and obtains quotes, following applicable laws, policies, procedures, rules and regulations.
16. Works in consultation, coordination, and collaboration with relevant offices in the UHH Division of Student Affairs, including but not limited to the Admissions Office, Registrar’s Office, Dean of Students’ Office; and UHH Business Office.
17. *Maintains applications and tracking for certificate programs.
18. *Completes graduation certification and audits for Bachelor of Arts in Pharmaceutical Sciences (B.A.P.S), PharmD and graduate programs.
19. *Assists Scholarship Committee and works with UH Hilo Financial Aid Office and UH Foundation.
20. *Assist with electronic exam preparation.
21. *Assists with UH Hilo graduation and regalia applications.
22. Creates surveys for DKICP.
23. *Assists with and updates PharmD Handbook.
24. Add graduate employment data into CORE.
25. Assists with class listservs and student IDs.
26. Maintain room reservations for student organizations and faculty.
27. Provides written and/or oral reports as needed.
28. Other Duties as assigned
Minimum Qualifications
Education and Professional Work Experience:
- Possession of a baccalaureate degree in business administration, educational counseling or related field and 3 years of progressively responsible professional experience with responsibilities preferably for professional and graduate programs; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
Knowledge, Skills and Abilities:
- Considerable working knowledge of principles, practices and techniques in the area of academic administration, accreditation, and student records as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.
- Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with higher education or business applications.
- Demonstrated ability to resolve wide ranging complex problems through the use of creative reasoning and logic to accurately determine the cause of the problems and the resolution of the problems in an effective, innovative and timely manner.
- Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.
- Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
- Demonstrated ability to operate a personal computer, apply word processing software.
- If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
Supplemental Minimum Qualifications
- Demonstrated ability to plan, organize, coordinate and facilitate academic activities.
- Ability of effectively communicate with faculty and staff.
Desirable Qualifications:
- Functional knowledge of the BANNER, STAR and KUALI Financial Systems
- Experience working with professional and graduate students.
To Apply: Click on the “Apply” button on the top right corner of the screen to complete an application and attach each required document. A complete application must include:
- Cover letter explaining how each minimum and desirable qualification is met
- Resume
- Names and addresses, email addresses and telephone numbers of three [3] current professional references
- Transcript(s) showing degrees and course work appropriate to the position (copies are acceptable; however, original official transcripts will be required prior to employment).
Please do not include any self-identifying photos. Please redact references to Social Security number and birth date on transcript copies. All requested documents/information become the property of the University. All minimum qualifications must be met by the closing date. Incomplete applications will not be considered. Failure to submit all required documents and reference information shall deem an application to be incomplete.
Note: If you have not applied for a position before using NeoGov, you will need to create an account.
Inquiries: Lara Gomez @ lhgomez@hawaii.edu
EEO/AA, Clery Act, ADA
The University of Hawai'i is an Equal Opportunity/Affirmative Action Institution and is committed to a policy of nondiscrimination on the basis of race, sex, gender identity and expression, age, religion, color, national origin, ancestry, citizenship, disability, genetic information, marital status, breastfeeding, income assignment for child support, arrest and court record (except as permissible under State law), sexual orientation, domestic or sexual violence victim status, national guard absence, or status as a covered veteran. For more information or inquiries regarding these policies, please refer to the following link: http://www.hawaii.edu/offices/eeo/eeo-coordinators/.
Employment is contingent on satisfying employment eligibility verification requirements of the Immigration Reform and Control Act of 1986; reference checks of previous employers; and for certain positions, criminal history record checks.
In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, annual campus crime statistics for the University of Hawai'i may be viewed at: https://www.hawaii.edu/titleix/help/campus-security/, or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office.
In accordance with Article 10 of the unit 08 collective bargaining agreement, bargaining unit members receive priority consideration for APT job vacancies. As a result, external or non BU 08 applicants may not be considered for some APT vacancies. BU 08 members with re-employment rights or priority status are responsible for informing the hiring unit of their status.
Accommodation Request: The University of Hawai'i complies with the provisions of the Americans with Disabilities Act (ADA). Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the EEO coordinator directly. Determination on requests for reasonable accommodation will be made on a case-by-case basis. For further information, please refer to the following link: https://www.hawaii.edu/offices/eeo/accommodation-request/
