Student Services Specialist #0077280T

Title: Student Services Specialist 

Position Number: 0077280T

Hiring Unit: UH AT WEST OAHU, STUDENT SERVICES, STUDENT ENGAGEMENT

Location: Kapolei, HI

Date Posted: 01/24/2025

Closing Date: 02/07/2025

Band: A

Salary: salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Temporary

Duties and Responsibilities (*denotes Essential Functions):

This position within the Student Engagement Section serves students through the provision of a variety of administrative, operational, and student support services to the Mental Health unit of the section. The primary purpose of this position is to work with the Mental Health Services Director and unit members dealing with mental health counseling and other wellness programs in providing a full range of student services support to meet the unit’s overall mission, goals and core functions. Specific duties and responsibilities include the following:

Co-Curricular Intervention Programs and Services

• *Address general concerns and student inquiries regarding access to and the delivery of mental health and other support services. This includes but is not limited to:
  1. Performing services needs assessment and scheduling intakes and mental health appointments.
  2. Clarifying students’ issues and concerns in a manner that encourages effective and appropriate service utilization.
  3. Conducting fact-finding around circumstances.
  4. Ensuring the continuity of care through appropriate and timely follow-up.
  5. Responding to verbal and non-verbal cues of distress utilizing a trauma-informed and student-centered approach.
  6. Making appropriate referrals to relevant offices to address concerns and issues.
• *Manage inquiries received via phone, in-person, email, or electronically, and respond to requests for information, materials, applications, notices, etc., especially as it relates to programs, opportunities, services, experiences, and other mental health activities. This includes but is not limited to:
  1. Crafting responses on behalf of the director and unit team members.
  2. Researching best practices, literature findings, etc. to form initial recommendations after comparative analyses.
  3. Preparing final documents for review and signature.
  4. Maintaining current and accurate information online.
  5. Assisting mental health services personnel in establishing and maintaining practice credentials, certifications, and approvals to support the growth of the unit.
• *Serve as “first responder” clearinghouse in welcoming and communicating responses and results to requests for services, requests for exceptions, applications for participating in section and unit activities, etc. This includes but is not limited to:
  1. Conveying details of activities, programs and services and attendant procedural requirements offered by the section and mental health services unit.
  2. Scheduling appointments for service with appropriate contact methods and times.
  3. Forming the coordination of care for acute emergencies, psychological disorders, and urgent consultations of mental health and safety concerns.
  4. Handling student information and expressed issues with confidentiality and sensitivity
  5. Observing with intent, student cues in order to gauge the acuity of concerns and issues they present.
• Assist with planning, implementation, and evaluation of related campus events such as educational workshops, developmental and awareness training, student orientations, commencement, etc.  
• Assist in creating, implementing, and supporting additional remote student access points to unit programs, services, and activities, especially with the provision of mental health tele-counseling.
• *Work with mental health services director and unit team members in organizing, implementing, and evaluating programs, activities, and services offered to meet the unit’s overall mission, goals, and core functions.

Operational & Administrative Services

• *Coordinate the daily operations of assigned mental health services, including office operations, fiscal operations, records retention, and facility and equipment maintenance.  
• Administer the processing of reports, proposals, correspondence, contracts, tables, notices, graphs, budget requests, expenditure plans, minutes, group memory for staff meetings, course evaluations, workshop materials, member directories, etc. This includes reviewing all for accuracy and conformance with established procedures and requestor instructions.
• Assist with the recordation and maintenance of forms, logs, reconciliation sheets, usage summary logs, University requests for survey information, etc.
• *Plan and schedule meetings and appointments in support of professional and paraprofessional mental health staff.
• Work to ensure compliance with University, State, and federal requirements for retention of personnel, budgetary, and other divisional records.
• *Maintain the unit’s office files using available technologies (e.g. Titanium, Maxient, and others) including the archiving of student issues and concerns; tracking files borrowed and returned; organizing new and existing files; and anticipating needs for re-structuring and re-organizing of files.
• Advise, interpret, and offer recommendations regarding applicable policies, procedures and administrative requirements related to the mental health services unit’s programs and activities.

Other

• Participate in section and divisional projects and activities as appropriate.
• Participate via institutional and/or personal membership in various national professional associations appropriate to the position (e.g. American College Personnel Association, National Association of Student Personnel Administrators, etc.).
• Perform other related duties as assigned.

Minimum Qualifications:

1. Possession of a baccalaureate degree in business administration, education, public administration, social sciences, humanities, or a related field and 1 year of progressively responsible professional experience with responsibilities for providing educational services or assistance to students and others involving their success or well-being, contemporary program management, other operational support services, or related work experience; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
2. Functional knowledge of principles, practices and techniques in the area of student support services, complaint resolution processes, contemporary program management, or operational management demonstrated by knowledge, understanding and ability to apply concepts, terminology.
3. Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with student support services, complaint resolution processes, contemporary program management, or operational management.
4. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of student support services, complaint resolution processes, contemporary program management, or operational management.
5. Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.
6. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members and individuals.
7. Demonstrated ability to operate a personal computer and apply word processing software.

Supplemental Minimum Qualifications:

1. Ability to work effectively with multicultural populations, especially those from underrepresented groups.
2. Ability to work outside normally scheduled business hours including evenings and/or weekends as necessitated by division requirements.

Desirable Qualifications:

1. Experience with handling situations involving emergencies or crises.
2. Ability to use software such as STAR, Maxient, etc. and University applications (e.g. Banner, Kuali, etc.) and/or willingness to learn.
3. Attentive to details.

To Apply:

Click on the "Apply" button on the top right corner of the screen to complete an application and attach required documents. Applicant must submit the following: 

1. Cover letter to the Search Committee indicating interest in the position and how the minimum and desirable qualifications of the position are met. 
2. Current resume’
3. References - names and contact information (telephone number and email addresses) of at least three professional references. 
4. Transcripts showing pertinent degree (copies of transcripts are acceptable, but official transcripts will be required at the time of hire.

Note:   

Late, incomplete, or unreadable application materials will not be considered.  Please redact any social security number and/or birth date on your documents prior to submitting.  All submitted documents become the property of UH West Oahu and will not be returned.  Please create an account if this is your first time applying for a position using NEOGOV.

Inquiries: 

UH West Oahu Human Resources: uhwohr@hawaii.edu; 808-689-2525