Student Services Specialist (0079064)

Description

Title: Student Services Specialist
Position Number: 0079064
Hiring Unit: Office of the Registrar
Location: Manoa
Date Posted: March 17, 2025
Closing Date: April 3, 2025
Band: B
Salary : salary schedules and placement information
Additional Salary Information; PBB, minimum $5,250/month
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Permanent

Duties and Responsibilities

*Serves as the Course Management Specialist responsible for the curriculum and course management process in the Office of the Registrar, ensuring that curricular and course action proposals are in compliance with University policies

Curriculum Management

*Conducts research, testing, implementation and systematic maintenance of approved course actions.
* Directs and implements the management of course information across all university departments.
*Reviews and evaluates university practices for the management of degree and curricula information, recommending improved and streamlined procedures.
* Understands and interprets academic and administrative policies and procedures related to curriculum and course management.
* Creates and maintains courses in the student information system and the catalog and curriculum management systems, ensuring accuracy and consistency across both systems.
*Evaluates the impact of and identifies potential issues in proposed course actions, and provides recommended solutions.
* Works with the Catalog Office, Scheduling Office, STAR, and other departments to maintain consistency across the student information system, catalog and curriculum management systems, registration and degree audit systems.
* Serves as a member of campus-wide committees and workgroups as appropriate.
* Assists the University Registrar with creating degree programs and concentrations within the student information system, and assesses and implements necessary course actions.
* Oversees the Failed Prerequisite Report (FPR) process and ensures ineligible students are disenrolled from registered courses.
* Manages the course prerequisite error report during registration periods and ensures timely distribution to all departments.

Communication and Partnerships
* Provides consultation to the Office of the Vice Provost for Academic Excellence, the Catalog Office, administrators, and faculty on course creation and management within the scope of the student information system.
* Maintains collaborative working relationships with schools/colleges, departments, administrators, administrative staff and faculty to support the curriculum management processes.
* Develops and delivers training for university-wide departments, Department Chairs, and College/School Deans on course management, including course creation and modifications.

Systematic Maintenance
* Troubleshoot course setup and registration issues, working both independently and with the University Registrar, the Scheduling Office, STAR, administrative staff and faculty, and students.
* Conducts a systematic review of the Student Information System (SIS) catalog for accuracy and completeness.
* Researches the functionalities of the student information system and conducts testing to assess the feasibility of implementing complex course action requests.
* Participates in the implementation and testing of degree and curricula software and process updates, ensuring the accuracy of workflows and functionality.

Other duties as assigned.

*Denotes essential functions

Minimum Qualifications 
1. Possession of a baccalaureate degree inhumanities, education, science, social science, business administration or related field and3 year(s) of progressively responsible professional experience with responsibilities in the administration and management of processes, policies, and records within a higher education setting; 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 a registrar's office typical of an institution of higher education 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 curriculum management typical of an institution of higher education.
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 and apply word processing software.
8. If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
9. Demonstrated experience and proficiency in enterprise information systems such as Ellucian Banner.
10. Demonstrated ability and commitment to fostering a collaborative work environment.
11. Commitment to continuous improvement, innovation, and excellence in enrollment management, registrar, or similar operations.

Desirable Qualifications 
1. Master's degree in higher education administration.
2. Working knowledge of curriculum management systems, such as Modern Campus Acalog/Catalog and Curriculog/Curriculum, and Coursedog.
3. Working knowledge of academic policies and procedures, and federal privacy regulations, such as FERPA.
4. Experience working with data systems and conducting data analysis.

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: Submit resume, cover letter indicating how you satisfy the minimum and desirable qualifications, names of 3 professional references, and official transcripts. Must submit an official undergraduate college transcript with verification of degree awarded. Unofficial web-based transcripts or other course and grade reports (e.g. STAR report for UHM) will not be accepted. Copies of official educational transcripts will be accepted but an original transcript must be submitted if selected prior to hiring. Confidential information must be redacted (i.e. social security number, date of birth, etc.).

Note: If you have not applied for a position before using NeoGov, you will need to create an account.

Inquiries: Stephanie Kailiawa, stephk@hawaii.edu

EEO, Clery Act, ADA

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/   

Salary : $5,250