Student Services Specialist

Description

Title: Student Services Specialist (Transcript Evaluator)
Position Number: 0077228
Hiring Unit: Student Affairs – Admissions & Records
Location: UH Maui College
Date Posted: March 27, 2025
Closing Date: April 11, 2025
Salary: Salary schedules and placement information
Additional Salary Information: Pay Band B: Minimum $5,250/month
Full Time/Part Time: Full Time
Temporary/Permanent: Permanent
Funding: General

Other Conditions:
This is NOT a remote position, job requires in-person work.

Duties & Responsibilities:
(**denotes essential functions)

• Evaluate credits/transfer credits from other institutions by verifying transcript authenticity and accreditation status. Assess course transferability and determine course and credit equivalencies based on institutional and system articulation policies. Request additional information from the student or originating institution if necessary.
• **Advise faculty, students, and staff of institutional policies and practices regarding transfer credits including credit for Military Service and Training, and other Non-Collegiate Sponsored Education (prior learning assessment). Advise students of documentation required for evaluation (e.g., Certificate of Completion, syllabus, etc.) and procedures to be followed.
• **Process the awarding of credits based on prior learning assessment methodologies (e.g., Advanced Placement (AP) and other examination programs, credit-by-exam, portfolios, etc.). Determine the authenticity of documentation; evaluate and determine course and credit equivalencies; and determine whether credit may be awarded and/or if a prerequisite waiver could be pursued. Research evaluation resources and recommendations made by nationally recognized organizations; request additional information from students as needed; refer cases to appropriate faculty as needed.
• **Coordinates the Graduation Process. Reviews and determines students’ eligibility for degree or certificate conferral; inputs all graduation-related information and data into the Student Information System (currently Banner); manages and implements all graduation-related student communications from the Records Office as needed.
• **Reviews student records to determine eligibility for the Honors program, and makes necessary recordation in the Student Information System.
• **Extract and organize data reports for all Reverse Transfer and Auto Conferral degree/certificate projects. Analyze, review, and verify graduation requirements using STAR. Enter and finalize degree statuses in the Student Information System. Troubleshoot as needed.
• **Oversees the processing and procurement of diploma orders and reorders, diploma covers, CeDiplomas, etc. after each academic term by UH policies. Serves as the primary point of contact with the diploma vendor, coordinating efforts to track, monitor, troubleshoot, and resolve discrepancies.
• **Oversees and manages graduation information on the office’s web pages. Collaborates with various Student Services offices in coordinating the grad application, auto-conferral, and degree audit processes; troubleshoots credit transfer issues; and makes final degree determinations. Execute the actual awarding or denial of graduation and maintain all related records.
• **Responsible for completing all required degree reporting to the National Student Clearinghouse (NSC) by all federal, state, and UH regulations, and for troubleshooting and resolving any problems in the reporting process.
• **Serve as a Veteran Affairs (VA) Certifying Official and responsible to review and process VA benefits for eligible students. Advise students eligible for Veterans Administration benefits of documentation required for evaluation. Maintain a working knowledge of the federal rules and regulations of VA policies to ensure compliance. Responsible for maintaining the College's Web Enabled Applied Management System (WEAMS) report and making the necessary updates to meet VA eligibility requirements
• Maintain effective records management to meet legal and institutional requirements, optimize space usage, minimize the risk of unauthorized exposure of information, and minimize the cost of record retention.
• **Manage early admit/early college admissions processes to ensure applications and required supporting documents are executed promptly. Fields inquiries regarding application status from applicants, high school counselors, and staff.
• Evaluate and determine the admission status of applicants. Determine residency of applicants and class standing.
• Coordinate and assist with the supervision and training of the work of civil service and student employees assigned to the Admissions and Records Office.
• **Assist Office staff in resolving complex residency, admissions, and or registration issues and in dealing with difficult persons, situations and or cases.
• **Maintain positive and effective working relationships with academic divisions, other student services units, campus organizations, governing bodies, and the College administration.
• **Be current on College/University, State, and Federal regulations about the function of records and admission and assist in ensuring compliance with these regulations.
• Other duties as Assigned

• Possession of a baccalaureate degree in Counseling and Guidance, College Student Personnel Services, Counseling Psychology, Communications, Public Administration, or a related field and three (3) years of progressively responsible professional experience; 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 Educational Records as demonstrated by the broad knowledge of the full range of pertinent standards and evolving concepts, principles, and methodologies.
• Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations, theories, and systems associated with Educational Records.
• 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 and apply word processing software.
• Demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations

• A one- to two-page statement outlining ways in which you meet the minimum and desirable qualifications;
• Official graduate and undergraduate transcript(s) showing degree and coursework to date appropriate to the position (copies of official transcripts are acceptable; however, original official transcripts will be required at the time of hire.) Transcripts issued outside the United States of America require a course-by-course analysis with an equivalency statement from an agency having membership with the National Association of Credential Evaluation Services, Inc., verifying the degree equivalency to that of an accredited institution within the USA. The expense of the evaluation shall be borne by the applicant.

• Academic record/grade summaries will NOT be accepted.
• Diplomas and copies will NOT be accepted.

• Resume
• Three (3) professional references with contact information (including email addresses)
• Optional letters of recommendation.

• The application will be incomplete if materials are unreadable, illegible, password-protected, missing, or corrupted; therefore, late or incomplete applications will not be considered. All requested documents/information become the property of Maui College and will not be returned.
• Please do not include any self-identifying photos and redact any references to confidential information on submitted documents (social security number, date of birth, etc.).

EEO, Clery Act, ADA