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Administrative Support Specialist

2 months ago

Hilo, Hawaii, United States University of Hawaii Full time
Job Summary

We are seeking a highly organized and detail-oriented individual to join our team as an Administrative & Fiscal Support Specialist. This is a full-time temporary position that will provide administrative and fiscal support to our Student Support Services Program.

Key Responsibilities
  • Perform entry-level administrative and/or fiscal support functions, including managing electronic and physical student records and files.
  • Manage existing Program databases and maintain, update, and ensure student files meet federal requirements.
  • Assist with tracking and documenting student services, data entry, and preparing reports on a weekly, monthly, quarterly, and annual basis.
  • Prepare and process student applications for review, evaluate applicants to determine eligibility for program services.
  • Collaborate with project staff to develop, implement, and evaluate a recruitment strategy for the project.
  • Prepare and conduct oral presentations, schedules, organizes, and attends recruitment events and activities.
  • Assist with contacting vendors and obtaining quotations for purchases.
  • Assist with monitoring expenditures and encumbrances regularly, and reports irregularities to the Student Support Services Director.
  • Provide support services to program eligible college students in areas such as academic advising, financial aid/scholarship counseling, career planning, and personal guidance.
  • Organize and manage program supplies and inventory, including supply loans, forms, and spreadsheets.
  • Prepare and manage program communications with students and staff, including making phone calls, answering phones, preparing program meeting agendas and emails, and recording accurate meeting notes.
  • Assist with supervising student assistants, including training and scheduling.
  • Assist with developing, coordinating, and evaluating program workshops, activities, and events.
Requirements
  • Possession of a baccalaureate degree in any degree program and one (1) year of professional work experience in an office setting.
  • Demonstrated ability to complete tasks in an effective and timely manner.
  • Demonstrated ability to operate a personal computer and apply word processing software including Microsoft Office and Google Suites.
  • Possession of a valid driver's license and ability to drive to complete program errands.
  • Ability to work days, evenings, weekends as directed.
Preferred Qualifications
  • Possession of a master's degree from an accredited institution.
  • Experience working in a TRIO or similar higher education equity program.
  • Experience working with a diverse population to assist in overcoming higher education barriers.
  • Familiarity with Banner, STAR, Student Access or similar student information database, and degree audit software.

Please submit your application, including a cover letter, resume, and names and contact information of at least three professional references. A complete application must also include transcripts showing degrees and course work appropriate to the position.