Description
Title: Student Services Specialist
Position Number: 0081537
Hiring Unit: OFFICE OF THE PROVOST, OFC OF VP FOR ACAD EXCELLENCE, GRAD DIV - OFFICE OF THE DEAN
Location: UH at Manoa
Date Posted: August 19, 2025
Closing Date: September 4, 2025
Band: B
Salary : salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Permanent
Duties and Responsibilities
1.*Serves as university graduate admissions and records specialist. Implements policies & procedures for placement of domestic & foreign applicants for graduate study.
2.*Monitors student academic journey from admission to graduation by monitoring, tracking and maintaining student records; certifies departmental and graduate division requirements are met for graduation.
3.*Evaluates and determines credential equivalencies, admissibility & appropriate placement of domestic & foreign applicants into advanced degree programs.
4.Documents and Evaluates academic records, professional training, standardized tests & supporting documents.
5.*Insures graduate student records are in compliance with the federal Family Educational Rights and Privacy Act (FERPA) and Health Insurance Portability and Accountability Act (HIPPA).
6.*Advises on the admission review committee for inadmissible applicants in special circumstances.
7.*Advises domestic &international prospective students & applicants on admissions requirements related to University, state, federal and international policies.
8.*Conducts global research on foreign educational systems and post-secondary institutions & keeps abreast of changing domestic & foreign admissions practices & policies. Recommends changes in Graduate Division admissions policy as research warrants.
9.*Serves as resource person to & advises all graduate and professional schools on admission policies & application procedures, monitors admissions standards of files submitted by graduate and professional schools.
10.*Determines financial responsibility of foreign applicants as required by U.S. Immigration & Naturalization regulations; homeland security evaluates foreign bank statements & various types of affidavits of support.
11.*Disseminates foreign & domestic postsecondary institution information to designated offices & personnel.
12.*Executes collaborates with graduate chairs, faculty and dept staff to maintain accurate past, current updated and future information on program requirements are maintained.
13.Directs daily operation of clerical staff and student help to include coordination of workload and leaves.
14.*Determines residency status of domestic and international graduate applicants and/or dependents. Determines applicant's eligibility for special tuition categories (i.e. APDTE, statutory exemptions).
15.Recommends changes to graduate programs in regards to the implementation of policies as to minimize unnecessary or excessive effort on the part of graduate students or graduate faculty to optimize efficiency of graduate student admissions and records processing.
16.*Assists and advises students and programs on matters pertaining to graduate division and University policies and procedures, registration, progress forms & foreign language requirements.
17.*Maintains, monitors and announces oral defenses for thesis and dissertation students; Determines the graduate faculty selection for eligibility to serve as committee members on dissertations.
18.*Maintains departmental, graduate division, WASC requirements for graduation including the tracking of core courses being met for graduation, transfer of courses, elective and waived courses etc.
19.*Advises, monitors and maintains graduate student's time to degree.
20.Plans the coordination of the reference library on domestic & foreign educational systems; recommends additions to reference collection.
21.*Develops, maintains, and trains graduate departments, faculty and staff in the use of the SCT Banner Student information System for graduate student admissions and records, STAR, and Kuali CMS.
22.*Conducts the maintenance of procedures in cooperation with BANNER central for the application of the Banner system for graduate student admissions and records.
23.*Responsible for the STAR on-line degree audit system for graduate programs including the data entering, monitoring and maintenance of degree requirements for graduation for all graduate degrees.
24.Prepares and develops internal/external reports for the monitoring of graduate student admissions and records. Graduate departments, colleges, and Institutional Research Analysis and Planning Office (IRAPO).
25.*Oversees the issuance of visa eligibility forms of foreign admittees & serves as designated school official (DSO) to sign visa eligibility forms.
26.*Prepares and issues Certificate of Eligibility for Non-Immigrant visa (F-1) Student Status form (1-20) for new eligible students/dependents.
27.*Oversees of electronic transmission of theses and dissertations to ProQuest and Hamilton Library.
28.*Develops the programming for the STAR on-line degree audit system and is responsible for maintaining and monitoring the databases to track student progress.
29.Other duties as assigned
- Denotes essential function
Minimum Qualifications
1.Possession of a baccalaureate degree in Liberal Arts, Education, and Business Administration or related field and 3 year(s) of progressively responsible professional experience with responsibilities for office/public administration; 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 field of business administration or professional administrative support 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 business administration or professional administrative support.
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.Ability to apply discretion and confidentiality.
10.Demonstrated ability to manage work priorities and projects.
11.Proficient in the use of a personal computer and software including, but not limited to Microsoft Word, Excel, Google suite applications, Adobe Acrobat, etc.
12.Must be highly organized, detail oriented and have the ability to work competently and efficiently in a multi-task environment.
13.Excellent organizational and problem-solving skills.
Desirable Qualifications
1.One or more years of experience involving the use of student information systems in a higher education setting; specifically, knowledge and experience of the Banner and STAR student information system.
2.Familiarity with the structure and procedures of graduate student services.
3.Experience working in a higher education environment.
4.Familiarity with Manoa academic programs and operations.
5.Familiarity with UHM policies and procedures.
6.Familiarity of Western Association of Schools and Colleges (WASC) accreditation standards and procedures.
7.Familiarity with database document management systems.
8.Familiarity with Federal Education Rights and Privacy Act (FERPA)-related policies, principles and practices, Title IX, etc.
9.Familiarity of shared governance within academics.
To Apply:
Note: If you have not applied for a position before using NeoGov, you will need to create an account.
. Applicants must submit the following:
- Cover letter indicating your interest in the position and how you satisfy the minimum and desirable qualifications;
- Resume;
- Names and contact information (telephone number and email addresses)of three (3)professional references; and
- Copy of unofficial transcripts (official transcripts will be required at the time of hire). Academic record/grade summaries will NOT be accepted. Copy of diplomas will NOT be accepted.)Documents issued from an institution outside the United States of America requireacourse-by-courseanalysiswithanequivalencystatementfromanagencyhaving membership with the National Association of Credential Evaluation Services, Inc., verifying the degree equivalency to that of an accredited institution within the USA. Expense of the evaluation shall be borne by the applicant.
IMPORTANT: Ifmultipleapplicationsarereceivedfromthesamecandidate,onlythelastonewillbe reviewed. Please DO NOT include any self-identifying photos, REFERENCES TO SOCIAL SECURITY NUMBERS AND BIRTH DATE on any documents within the application packet.AllitemsbecomethepropertyoftheUniversityofHawaiiandwillnot be returned. Onlycompleteapplicationswillbepassedontothesearchcommitteeforconsideration. Incomplete or unreadable application materials will not be considered.
Inquiries: Jarren Miki, 808-956-8544, jarren@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/