Student Services Specialist (0080609)

Title: Student Services Specialist
Position Number: 0080609
Hiring Unit: East Asian Languages & Literatures, College of Arts, Languages & Letters
Location: University of Hawaii at Manoa
Date Posted: April 29, 2025
Closing Date: May 13, 2025
Band: A
Salary: salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Permanent

Duties and Responsibilities:

1.  *Serve as the Student Services Specialist and point of contact for the department's graduate program. Review all incoming graduate admission applications; assist processing and evaluation of applications; 
2. *Advise Graduate Chair and Admissions Committee on University policies and procedures for admission, as needed; and inform students of recommendation.
3. *Advise prospective and current graduate students on program requirements, course offerings, policies and procedures, financial aid opportunities; interviews and counsels graduate students.
4. *Work with the Graduate Chair to conduct the mandatory orientation of new graduate students.
5. *Work with Graduate Division concerning graduate admissions; records progress toward degree, course substitutions and waivers in requirements, and financial aid status.
6. *Track graduate students' progress; certify completion of all degree requirements; advise Graduate Chair of students' eligibility for departmental financial assistance.
7. *Serve as the liaison between department and UH offices such as Admissions and Records, Graduate Division, Outreach College, and the College of Education.
8. *Advise graduate students about employment opportunities.
9. *Assist the Chair and Graduate Chair in keeping track of graduate assistantships in terms of distribution within the department, and eligibility of those who hold graduate assistantships.
10. *Assist with coordinating Summer Session and other Outreach course offerings; in consultation with Section Heads and Chair, assist with preparation of course schedule.
11. *Assist the Chair with tenure/promotion, contact renewals, and searches, including but not limited to maintaining files and dossiers, preparing evaluation forms, and assisting with search-related communication.
12. *Keep current on University, State, and Federal rules, regulations, practices, and policies which are applicable to the Department's Programs.
13. *Assist in preparing statistical, programmatic, and personnel reports, including analysis on enrollment trends, future hiring needs, equipment utilization, grade distribution, exit examination results and other administrative and academic concerns on an ad hoc basis.
14. *Assist in the development and maintenance of the electronic student tracking log and databases showing student progress toward each step of the degree requirements.
15. *Assist in the development and maintenance of digital records of M.A. projects, theses, Ph.D. dissertations.
16. *Assist in the development and maintenance of the electronic, longitudinal record of full-time faculty course assignments.
17. *Keep current on developments in advising and requirements for B.A./M.A./Ph.D. for the Department.
18. *Serve as backup to the undergraduate student specialist and the graduate student specialist will coordinate overlapping areas, such as BAM, and assume each other's responsibilities during periods of unavailability.
19. Other duties as assigned

1.  Possession of a baccalaureate degree in Education, Arts & Sciences, Business Administration or related field and 0 year(s) of progressively responsible professional experience with responsibilities for student academic services or teaching; 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 academic services or teaching 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 academic services or teaching.
4. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of student academic services or teaching.
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, apply word processing software and database and spreadsheet software.
8. Ability to manage and organize data electronically in ways that facilitate tracking, analysis, and sharing.
9. Ability to work with students with varied backgrounds.
   

1.  Advance degree in East Asian Languages and Literatures, Education Administration, Arts & Sciences, or related field.
2. Experience in the administration of advanced degree programs.
3. Experience working in a student academic services environment and with student records management and systems.
4. Experience in teaching and/or student advising in a higher education institution.
5. Familiarity with the University of Hawaii student and academic policies, procedures, and record systems such as On-Base, STAR, and/or Banner, etc.
6. Demonstrated excellent customer service skills.
7. Familiarity with the Family Educational Rights and Privacy Act (FERPA) and Title IX.

1. A cover letter indicating how you satisfy the minimum and desirable qualifications
2. Current resume
3. Official transcripts (copies acceptable for application, but if selected, originals transcripts required upon hire)
4. Names of three (3) professional references (including phone number and e-mail addresses)

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/