Administrative Support Specialist

DescriptionUniversity of Hawai‘i, Kapi‘olani Community College, Office of the Vice Chancellor for Student Affairs is seeking applications for the Administrative Support Specialist position. Please see the information about the position, the duties and responsibilities, the minimum and desirable qualifications, and the job application attachments below: Important note: Applicants seeking short-term or part-time work with the University of Hawai'i may apply for Casual Hire positions, which include administrative, professional, and technical (APT) or instructional-type positions. Because of the temporary nature of these appointments, Casual Hire employees are not eligible for most benefits as provided to regular BOR and Civil Service employees (i.e. paid holidays/leave). Casual Hire appointments may last for up to 89 days for full-time employees, and up to 1 calendar year for part-time employees.Working Title: Administrative Support Specialist Position Number: Casual HireHiring Unit: Office of the Vice Chancellor for Student Affairs Location: Kapi‘olani Community CollegeDate Posted: January 7, 2026Closing Date: January 21, 2026 at 11:59 PM HSTSalary: $25.72 per hourSchedule: Up to 40 hours/week between 7:45 AM to 4:30 PMTemporary/Permanent: TemporaryFunding: SpecialContinuation is dependent on satisfactory performance, program needs, and renewal of funds.Introduction:The position is designed to support the office of Vice Chancellor for Student Affairs (VCSA), at Kap'iolani Community College.The Vice Chancellor for Student Affairs is charged with administrative control for planning and administering all programs and services within the Student Affairs units. The specific functions of this organizational unit include outreach and admissions, financial aid, graduation and transcript evaluations, credit and non-credit registration, student engagement, student counseling for specific and targeted populations, student grievances and complaints, instructional services for developmental education course offerings, and related learning support services.The primary purpose of this position is to assist the Vice Chancellor for Student Affairs (VCSA), and other programs in Student Affairs. This position will provide fiscal and personnel-related services to the units, which consist of the Student Services and Kekaulike Information & Service Center (KISC) units. Building a collaborative relationship with the College’s Business Office, Human Resources Department, Grants Office, Department’s Clerical Staff, Department Chairs, and Unit Heads is of utmost importance. This position is also responsible for planning, organizing and carrying out a broad range of functions requiring independent judgment and initiative to assist the unit heads in the performance of administrative duties.Duties and Responsibilities:Assists with the day-to-day operations of the Vice Chancellor for Student Affairs (VCSA) Office and other Student Affairs programs including, but not limited to, handling confidential calls and materials, administrative and clerical support.Assists with the maintenance of files on confidential, technical and administrative correspondence, audit reports, personnel records, manuals, directives, regulations, and policies related to the activities of the University of Hawaii and the college. Files include, but are not limited to, student conduct records, Behavioral Intervention Team records and archive of investigatory documents and other confidential information.Assists with office operations (i.e., supplies, forms, applications, equipment maintenance, and confidential files). Assists with the processing of various forms by students; i.e., complete late withdrawal from college, academic dismissal appeals, financial obligation appeals, complaints and grievances.Performs procurement functions, including the preparation of purchase orders, requisitions, invitations to bid, requests for proposals/quotations or proposal/bid/technical specifications in support of Student Affairs programs. Prepares, facilitates, and/or processes direct payments, travel requests/completions, contracts, stipends and other related procurement and fiscal activities in support of Student Affairs Programs. Assists in planning, scheduling, organizing, and conducting Student Affairs activities, meetings and special events.Ensures that all goods and services are purchased in compliance with Federal, State and University guidelines and procedures. Assists with the preparation of a variety of reports.Works collaboratively with the College’s office of human resources.Receives and attends training to ensure compliance with applicable laws, rules, policies, procedures and practices especially when offered by the Human Resources office and Business office.Provides computer technology support, including maintaining program databases and email lists, updating student enrollment information on Banner, working with student records from STAR, etc. (Desired computer software knowledge: Banner, STAR, Laulima, Lamaku, Kuali, MS-Word, MS-Excel, MS-Access, MS-Publisher, MS-PowerPoint, Adobe Acrobat Professional, Canva or other graphic design software).Provides general admissions and academic advising, career planning assistance and referrals to campus and community resources, such as agencies for financial and food assistance, legal help, child-care, etc.Assists the VCSA in appropriately addressing and directing students who are in need of support services. (This position may be the first line of contact via phone or walk-in for students in crisis) Ensures that expenses are aligned in the program budget and comply with University policies and procedures. Make recommendations to the VCSA, as necessary.Works directly with departments and offices in assessing and making necessary program modifications and maintaining and enhancing program functions and features.Other duties as assignedMinimum Qualifications:Possession of a baccalaureate degree in Business Administration, Management, Accounting, Human Resources, Finance, Communications, Social Sciences, Education, or related field and 0 year(s) of progressively responsible professional experience with responsibilities for business management, office operations, or equivalent education/training or experienceConsiderable working knowledge of principles, practices, and techniques in the area of Student Affairs as demonstrated by the broad knowledge of the full range of pertinent standard 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 Student Affairs Support Programs, such as FERPA and Title IX.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, apply word processing software, and have familiarity with spreadsheets, data analysis, and creating newsletters and flyers.Functional knowledge of principles, practices, and techniques in the provision of professional administrative, fiscal, and program support demonstrated by knowledge, understanding and ability to apply concepts, terminology.Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with professional administrative, fiscal, and program support.Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the provision of professional administrative, fiscal and program support.Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.Any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.Desirable Qualifications:Ability to work successfully in an environment with a wide range of personalities and needs, while maintaining a positive attitude.1-3 year(s) of progressively responsible professional experience with responsibilities for business management, office operations, or equivalent education/training or experienceExperience with academic office administration management in an academic/university environment.Familiarity and experience with UH policies and procedures, and preferably experience with UH accounting and personnel systems.Familiarity and ability to use Banner, STAR, Laulima/Lamaku Learning Platforms, Kuali, MS-Word, MS-Excel, MS-Access, MS-Publisher, MS-PowerPoint, Adobe Acrobat Professional, Google Workspace, Canva, or other graphic design softwareKnowledgeable of resources in the community that support parents, adults struggling with basic needs (food, housing, legal, behavioral health, etc)INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED (Read the "To Apply" section carefully)To Apply:Click on the "Apply" button on the top right corner of the screen to complete an application and attach the required documents. In addition to the Application, applicants must attach the following:Cover letter;Resume;The names and contact information (telephone number and email addresses) of at least three professional references; andOfficial 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 acceptedIncomplete applications will NOT be accepted.NOTE: 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 Kapi‘olani Community 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.).Applications lacking copies of transcripts will be reviewed based on work experience equivalency to meet minimum qualifications (MQs). All minimum qualifications must be met by the closing date.If you have not applied for a position before using NEOGOV, you will need to create an account.Inquires: Kapiolani Community College Human Resources Department, kapcchr@hawaii.edu or (808) 734-9573EEO, Clery Act, ADAThe 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.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/