• Job Description

  Req#: 4334851

  Description

  Title: Student Services Specialist
  Position Number: 0096904 (Job Number 2024 – 00021)
  Hiring Unit: Student Affairs, Admissions & Records
  Location: Kahului, Maui
  Date Posted: October 08, 2024
  Closing Date: October 22, 2024
  Salary: Salary schedules and placement information
  Additional Salary Information: Pay Band B: Minimum $5,250/month
  Full Time/Part Time: Full Time
  Temporary/Permanent: Permanent
  Funding: General
  
  Other Conditions:
  
  Under the general supervision of the Registrar and responsible to the Vice Chancellor of Student Affairs. This is NOT a remote position – job requires in-person work.
  
  Duties & Responsibilities:
  (*Denotes Essential Functions)

  1. Assist the Registrar with services to support the student admissions and enrollment process, prepare student records, and enforce the College’s policies, procedures and deadlines for admissions and records actions.
  2. **Plan, coordinate and assess the workflow of the Office of Admissions and Records (A & R) to include preparing for and accommodating periods of peak requirement and events throughout the semester and end-of-semester closure activities.
  3. **Coordinate the civil service, work-study personnel and student employees assigned to the Office of Admissions and Records.
  4. **Oversee training, supervising and evaluating the clerical functions of the Office of Admissions and Records, including admissions, registration, records, veteran affairs and related services to students and the general public.
  5. **Coordinate office staff in resolving complex residency, admissions or registration issues.
  6. **Oversee the daily operations when dealing with difficult persons, situations and or cases.
  7. **Communicate with campus executives, faculty and staff to maintain accurate student records and to assist in the provision and interpretation of regulations, applicable laws and student records information.
  8. **Coordinate College/University, State and Federal regulations pertaining to the function of records and admission and assist in ensuring compliance with these regulations.
  9. **Participate in the development, operation, testing and evaluation of computer, on-line systems or new technology for, but not limited to, registration, grade recording, record keeping, transcript request processing and other data management functions of the Office.
  10. **Monitor and evaluate system, procedures and physical office setting in order to recommend and implement changes to improve the delivery and quality of Office services.
  11. **Develop appropriate training and/or procedural manuals or guidelines for office operations. Ensure training of new employees and select and schedule in-service training of existing staff.
  12. **Facilitate electronic transfer of confidential data to federal and University agencies in compliance with federal/University regulations and responsible for the writing and documentation of standard and custom reports as required.
  13. **Develop tables, databases and systems to provide support for all academic curricular, policies, advising, recordkeeping and degree conferral.
  14. **Maintain working knowledge of University of Hawaii (UH) residency rules and regulations and utilize this knowledge to determine residency status. Utilize professional judgment to determine when it is necessary to refer individual cases to the Registrar for consideration.
  15. **Serve as a Designated School Official with Student Exchange and Visitors Information System (SEVIS) and demonstrate knowledge with travel and registration policies pertaining to international students.
  16. **Serve as a Veteran’s Affairs (VA) Certifying School Official and responsible to review and process VA benefits for eligible students.
  17. Assist the Registrar in developing, planning, requesting and administering the department’s operating budget which includes having knowledge of fiscal procedures.
  18. **Transmit student data to the National Student Clearinghouse according to UH system and University of Hawaii Maui College (UHMC) protocols and deadlines.
  19. **Review and update Office of Admissions and Records sections of the college catalog, the college’s website and other media used to inform students of A & R policies and procedures.
  20. **Maintain positive and effective working relationships with academic divisions, other student’s services units, campus organizations, governing bodies and the College administration.
  21. **Serve as a United States (U.S.) Passport Acceptance Agent within guidelines and requirements established by the U.S. Department of State.
  22. **Perform general office management and administrative functions as assigned.
  23. Other Duties as Assigned

  Minimum Qualifications:
  Education and Professional Work Experience

  • Possession of a baccalaureate degree in Education, Counseling, Social Work, Human Development, Sociology, Psychology, Public Administration, Business Administration or Communications AND three (3) years of progressively responsible professional experience; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

  Knowledge, Skills and Abilities
  

  • Considerable working knowledge of principles, practices, and techniques in the area of Education as demonstrated by a 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 Confidential, Educational and or Student Records.
  • 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 and apply word processing software.
  • Demonstrated ability to lead subordinates, manage work priorities and projects and manage employee relations.

  Desirable Qualifications:
  

  1. Demonstrated knowledge of the Family Education & Rights & Privacy Act (FERPA) regulations
  2. Three (3) years of progressively responsible experience with responsibilities for College Level Student Records and Registration and or Personnel Management and Supervision and or Student Record Management and or Registration.
  3. Experience using and extracting data from a student information database in a college/university setting
  4. Proficiency with computer software applications in terms of data spreadsheets, presentations, and e-mail; familiarity with database applications.
  5. Experience with SCT/SunGard Banner Student Module.
  6. Demonstrated knowledge of University of Hawaii residency policies, and employee and student employee regulations.
  7. Demonstrated knowledge of basic web programing experience.
  8. Demonstrated knowledge of Veteran’s Affairs (VA) Education Benefit Programs and U.S. Citizenship and Immigration Services (USCIS) regulations
  9. Experience in working with culturally diverse students and staff.

  Application Submission
  Inquiries :
  Name: UH Maui College, Human Resources
  Phone: 808-984-3381
  Email: maui-hr-l@lists.hawaii.edu
  
  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:
  

  1. A one- to two-page statement outlining ways in which you meet the minimum and desirable qualifications;
  2. Official 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 accepted.
  3. Resume
  4. Three (3) professional references with contact information (including email addresses)
  5. Optional letters of recommendation.

  Incomplete applications will NOT be considered.
  
  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 Maui 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.).
  • If you have not applied for a position before using NEOGOV, you will need to create an account.

  EEO/AA, Clery Act, ADA

  The University of Hawai'i is an Equal Opportunity/Affirmative Action Institution and is committed to a policy of nondiscrimination on the basis of race, sex, gender identity and expression, age, religion, color, national origin, ancestry, citizenship, disability, genetic information, marital status, breastfeeding, income assignment for child support, arrest and court record (except as permissible under State law), sexual orientation, domestic or sexual violence victim status, national guard absence, or status as a covered veteran. For more information or inquiries regarding these policies, please refer to the following link: http://www.hawaii.edu/offices/eeo/eeo-coordinators/

  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/

• About the company

  The University of Hawaiʻi System, formally the University of Hawaiʻi and popularly known as UH, is a public college and university system that confers associate, bachelor's, master's, and doctoral degrees through three universities, seven community col...

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