Program Specialist

Description

Title: Academic Support – Program Specialist
Position Number: 0096728
Hiring Unit: Physics & Astronomy, College of Natural Sciences
Date Posted: August 18, 2025
Closing Date: September 2, 2025
Band: B
Salary: salary schedules and placement information
Full Time/Part Time: Full-time
Temporary/Permanent: Permanent

Duties and Responsibilities

• Serve as the primary point of contact for students, faculty, staff, and visitors with general inquiries.
• Responsible for providing professional-level support, assisting the department chair with reviewing and analyzing program issues, and preparing and drafting program reports, correspondence, and other pertinent documents.
• Assists the Department Personnel Executive Committee in managing and tracking faculty special salary adjustments, tenure and/or promotion and periodic reviews.
• Under the general supervision of the Department Chair, administer and implement all operational aspects of the Physics Department graduate and undergraduate program.
• Coordinates all aspects of meetings, seminars, and functions for the Physics Department while ensuring compliance with policies and procedures.
• Collaborates and assists the Department Chair and Department Associate Chair with administrative activities such as registration planning, registration services, accreditation, and graduate recruiting.
• Monitors electronic records to manage and coordinate registration overrides.
• Provides oversight and coordinates transfer evaluation requests.
• Responsible for the coordination and implementation of course schedules.
• Responsible for the coordination and management of textbook orders.
• Coordinates and implements administrative changes required to execute program and course curriculum modifications.
• Responsible for documenting student academic progress (undergraduate and graduate), and expediting follow-up action with participants and other units on campus.
• Coordinates registration and scheduling endeavors within the department and with other units on campus.
• Responsible for communications with current and prospective undergraduate and graduate students by administering and updating the departmental list servers, department news, and web pages.
• Monitors, implements, and updates electronic databases to record and track relevant student information.
• In coordination with the undergraduate committee, administers departmental scholarships by identifying appropriate candidates, notifying awardees, and coordinating payments
• Interprets, develops, implements, reviews, and may modify policies and procedures to ensure compliance.
• May serve as a working supervisor for lower rank personnel, student hires, and volunteers.
• Attends training to ensure compliance with applicable laws, rules, policies, procedures and practices, especially when offered by the College’s Business Office
• Other duties as assigned.

• Denotes Essential Functions

• Possession of a baccalaureate degree in education, sciences, or a related field and 3 years of progressively responsible professional experience with responsibilities for academic program support in higher education or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
• Considerable working knowledge of principles, practices, and techniques in the field of academic program support in higher education 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, and theories and systems associated with academic program support in higher education.
• 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 preparing 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.
• If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.

Desirable Qualifications

• Working knowledge of higher educational institutions’ procedures and/or relevant programs supporting higher education, such as BANNER or STAR (registration and advising), or Kuali (purchasing and procurement).
• Familiarity with academic procedures and policies of the University of Hawaii or possesses the perspective and understanding of an educational institution similar to University of Hawaii.

To Apply: . Applicant must submit the following:

(1) Resume;

(2) Cover letter indicating interest in the position and how the minimum and desirable qualifications of the position are met;

(3) The names and contact information (telephone number and email addresses) of at least three professional references; and

(4) Copies of educational transcripts with CONFIDENTIAL DATA (i.e. social security number, birthdate, etc) REDACTED. If requested transcripts are unobtainable by closing date, please indicate so where transcripts are required as an attachment. You will have a grace period of 7 days from the closing date (09/02/2025) to email copies of your transcripts to [email protected]. Official transcripts will be required if selected to fill the position.

Inquiries: Email your questions [email protected]

INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED.

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