Student Services Specialist

3 days ago

Honolulu, Hawaii, United States University of Hawai'i Full time
Location : Honolulu, HI
Job Type: Full-Time Temporary
Job Number: 2025-00160
Department: University of Hawai'i at Manoa - John A. Burns School of Medicine
Division: Administration, Finance and Operations
Opening Date: 01/28/2025
Closing Date: Continuous
Position Number:: Casual
Description
****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.
Title: Student Services Specialist (Casual)

Position Number: Casual

Hiring Unit: C OF HLTH SCI & SW, SCH OF MED, ASSOC DEAN FOR ACAD AFFAIRS

Location: Kakaako, Medical Education Building

Date Posted: January 28, 2025

Closing Date: Continuous recruitment; first review February 12, 2025

Salary: salary schedules and placement information

Full Time/Part Time: Full-time

Temporary/Permanent: Temporary (Casual Hire)

Duties and Responsibilities
  1. *Provides customer service and administrative support for the Office of Student Affairs, assisting students and constituents with admission, retention, and graduation.
  2. *Collaborates with university offices to ensure appropriate adherence and compliance with UH Manoa- and JABSOM-wide deadlines, regulations, policies, and procedures for incoming and current students, such as the Family Educational Rights and Privacy Act (FERPA), as it relates to student files.
  3. *Maintains student records, applicable reports, databases, directory and listserv for all medical students.
  4. *Supports medical students with medical school registration, electives, grades and other institutional endeavors.
  5. *Assists new medical students on matriculation/orientation procedures and requirements, while tracking student completion of such requirements for institutional needs.
  6. *Coordinates with University Health Partners to ensure timely compliance with immunization requirements.
  7. *Assists in conducting information sessions for incoming and graduating students regarding school-wide events, while coordinating with events staff and other entities as necessary.
  8. *Serves as support staff for various aspects of institutional events. Events may include Orientation Week, Student Activity Fair, White Coat Ceremony, Match Day, and Convocation. Events support may require working beyond normal business hours, including evening and weekends as needed.
  9. *Assists as administrative coordinator for remediation, student standing, and appeals committees. Provides support for scheduling and organizing committee meetings, writing and compiling accurate meeting minutes, and tracking student progress with requirements issued by these committees.
  10. *Generates official letters for students required from various programs and clinical sites within and outside of the curriculum.
  11. Other Duties as assigned. (*Denotes Essential Functions)
Minimum Qualifications
  1. Possession of a baccalaureate degree in Education, Business Administration, Natural Sciences, Social Sciences, Liberal Arts or related field and 0 year(s) of progressively responsible professional experience, with responsibilities for student services; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skill, and abilities, as indicated.
  2. Demonstrated ability to resolve wide ranging 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.
  3. Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.
  4. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members and individuals.
  5. Demonstrated ability to operate a personal computer, apply word processing software, and office software, including, but not limited to, PowerPoint and spreadsheets.
  6. Ability to work beyond normal work hours, including evening and weekends, as needed.
To Apply:
Click on the "Apply" button on the top right corner of the screen to complete an application and attach the following required documents by the closing date:
  • a cover letter indicating how you satisfy the minimum qualifications
  • current resume
  • official transcripts confirming degree completion (copies acceptable; however, official transcripts sent directly from the degree granting institution required upon hire)
  • Three (3) professional references (complete with contact information, including e-mail address)
The application will be considered incomplete if materials are unreadable. Late or incomplete applications will not be considered. Note: If you have not applied for a position before using NEOGOV, you will need to create an account.

Inquiries: Jayme Young (jksumida@hawaii.edu or 808-692-1000)

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/

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