READVERTISEMENT: Student Services Specialist (0078935T)

READVERTISEMENT

Title: Student Services Specialist
Position Number: 0078935T
Hiring Unit: C OF HLTH SCI & SW, SCH OF MED, ASSOC DEAN FOR ACAD AFFAIRS, OFFICE OF STUDENT AFFAIRS
Location: John A. Burns School of Medicine, Kakaako, Medical Education Building
Date Posted:  March 17, 2025
Closing Date: Continuous recruitment, first review on April 2, 2025
Band: B
Salary: salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Temporary
 
Duties and Responsibilities 

1. *Provides customer service and administrative support for the Office of Student Affairs, assisting students and constituents with recruitment, admission, retention, and graduation.
2. *Develops and implements policies/programs and office procedures specific to student affairs.
3. *Collaborates with university offices to ensure appropriate adherence and compliance with UH Manoa- and JABSOM-wide deadlines, regulations, policies, and procedures for incoming and current students, such as the Family Educational Rights and Privacy Act (FERPA), as it relates to student files.
4. *Compiles, maintains, and manages the student records, applicable reports, databases, directory and listserv for all medical students.
5. *Supportsall1stand2ndyearmedicalstudents with FERPA guidance, special accommodations, medical school registration, electives, grades, medical school certifications, licensing exams, interest group procedures and other institutional endeavors. Advises new medical students on matriculation/orientation procedures and requirements, while tracking student completion of such requirements for institutional needs.
6. *Coordinates with University Health Partners to ensure timely compliance with immunization requirements.
7. *Conducts information sessions for incoming and graduating students regarding school-wide events, while coordinating with events staff and other entities as necessary; resolves conflict that may arise during events, serves as point of contact for directing inquiries to the appropriate personnel.
8. *Generates reports and analyzes/extracts data for institutional needs.  Provides technical support for said systems, as appropriate, including writing training manuals, responding to requests for assistance, analyzing problems using automated diagnostic programs, resolving recurrent difficulties or errors, and refer to Office of Information Technology for major problems.
9. *Serves as support staff for various aspects of institutional events.  Events may include Orientation Week, Student Activity Fair, White Coat Ceremony, Match Day, and Convocation. Coordinates events and serves as liaison between students, the Office of Student Affairs, faculty at large, vendors, third party agencies and community constituents when executing functions of the event as appropriate.  Events support may require working beyond normal business hours, including evening and weekends as needed.
10. *Develops, coordinates, and facilitates student career events, in consultation with higher level professionals.
11. *Serves as staff support for Association of American Medical Colleges (AAMC) activities, including national and regional student services conferences held locally.
12. *Serves as administrative coordinator for remediation, student standing, and appeals committees.  Responsible for scheduling and organizing committee meetings, writing and compiling accurate meeting minutes, and tracking student progress with requirements issued by these committees.
13. *Develops and updates various materials to accurately disseminate information to medical students, faculty, departments, and community members.
14. *Generates official letters for students required from various programs and clinical sites within and outside of the curriculum.
15. Other Duties as assigned.

1. Possession of a baccalaureate degree in Education or related field and 3 year(s) of progressively responsible professional experience with responsibilities for student services; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
2. Considerable working knowledge of principles, practices and techniques in the area of student support services as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.
3. Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with student support services.
4. 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.
5. Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.
6. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
7. Demonstrated ability to operate a personal computer, apply word processing software, and office software including but not limited to PowerPoint and spreadsheet.
8. If applicable, for supervisor work, demonstrated ability to lead subordiantes, manage work priorities and projects, and manage employee relations.
9. Ability to work beyond normal work hours, including evening and weekends, as needed.

1. Knowledge or experience in education programs and practices in a medical school, with emphasis on the pre-clinical phase of medical education curricula.
2. Working knowledge of the Banner system for registering students and viewing/editing fields, as necessary, within the system.
3. Considerable experience in coordinating events for trainees and related constituents.
4. Demonstrated ability to proactively identify needs related to student affairs and take lead on optimizing services and processes.
5. Considerable experience in spearheading new projects related to the needs of a student services office.
6. Demonstrated ability to apply judgement when new situations arise with students, faculty, or other team members.
7. Demonstrated ability to adapt to new processes, professionally, and to collaborate with others in establishing new workflows in a positive manner.
8. Demonstrated ability to create resource materials, update as necessary, and distribute in a timely manner; this includes, but is not limited to, handbooks, resource lists, and website information.
9. Expertise in online systems for video conferencing for educational needs and demonstrated ability in setting up conference calls and managing associated calendars.
10. Demonstrated ability to assist in providing students, staff, and faculty the proper procedures and current policies related to student services.

• a cover letter indicating how you satisfy the minimum and desirable qualifications
• current resume
• official transcripts confirming degree completion (copies acceptable; however, official transcripts sent directly from the degree granting institution required upon hire)
• Three (3) professional references (complete with contact information, including e-mail address)

The University of Hawai'i is an Equal Opportunity Institution and is committed to a policy of nondiscrimination in employment, including on the basis of veteran and disability status.  For more information, visit: https://www.hawaii.edu/offices/eeo/policies/

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/