Description

Title: Student Services Specialist
Position Number: 0097205
Hiring Unit: Office of the Registrar
Location: Manoa
Date Posted: 3/22/2024
Closing Date: 4/12/2024
Band: A
Salary : salary schedules and placement information
Additional Salary Information: PBA, minimum $4105/month
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Permanent

Duties and Responsibilities

Academic Records and Data Integrity

• Conduct research, analyze information, collect documentation, prepare and process academic petitions, grade changes, enrollment & degree certifications, curriculum changes, and other tasks associated with academic records.
• Assist assistant registrar with end of term activities; coordinate and process student lists impacting academic standing and student enrollment statuses, such as academic actions, dean's list, and prerequisite checks.
• Prepare and create enrollment and degree data submission files to the National Student Clearinghouse.
• Act as liaison with the National Student Clearinghouse to verify enrollment and degree completion and resolves any discrepancies with data submissions.
• Resolves academic record discrepancies and coordinates updates and corrections to student academic records.
• Rebuild student academic records in the student information system (SIS) for readmits and returning students not in the current SIS.
• Digitize student documents to their academic record in OnBase.
• Assist in the development and implementation of standard operating procedures for handling academic records within the Office of the Registrar.
• Serve as the designated notary for the Office of the Registrar.
• Assist with testing system implementations and upgrades.
• Assist with fulfilling academic transcript requests, as needed.
• Monitors compliance with the Family Educational Rights and Privacy Act (FERPA)
• Responds to subpoenas and Solomon Amendment requests for student academic records.

Office of the Registrar Operations

• Assist assistant registrar with planning and prioritizing academic record activities to optimize daily workload.
• Provide guidance to team members regarding academic record processes.
• Ensure the Office of the Registrar possesses the required documentation for the successful completion of internal and external audits.
• Provide high quality academic record services to students, faculty, staff, and community members via phone, email, remotely, and in-person.
• Collaborate, as necessary, with staff across the University, including Admissions, Financial Aid Services, and student and academic units to ensure accuracy and integrity of academic records.
• Train staff and/or student assistants on aspects of academic records procedures and processes.
• Serve on department, division, or university committees or workgroups, as appropriate.

Other Duties as Assigned.

• Denotes essential duties

Minimum Qualifications

• Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with customer relations or the administration of benefits.
• Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the delivery of student services.
• Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.
• Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members and individuals.
• Demonstrated ability to operate a personal computer and apply word processing software.
• Ability to work independently as well as working collaboratively with various offices and exercising good judgement.
• Ability to work well under pressure and to maintain good relationships with colleagues.
• Strong attention to detail.
• Ability to remain flexible, organized, and manage competing priorities in a fast-pace office.
• Ability to create informational materials and train others.
• Commitment to providing exceptional service.

Desirable Qualifications

• Master's degree in higher education administration.
• One year of progressively responsible experience in a registrar's office or related area.
• Working knowledge of enterprise business systems, such as Ellucian Banner and Hyland OnBase preferred.

To Apply: Click on the "Apply" button on the top right corner of the screen to complete an application and attach required documents. Applicant must submit the following: Submit resume, cover letter indicating how you satisfy the minimum and desirable qualifications, names of 3 professional references, and official transcripts. Must submit an official undergraduate college transcript with verification of degree awarded. Unofficial web-based transcripts or other course and grade reports (e.g. STAR report for UHM) will not be accepted. Copies of official educational transcripts will be accepted but an original transcript must be submitted if selected prior to hiring. Confidential information must be redacted (i.e. social security number, date of birth, etc.). Note: If you have not applied for a position before using NeoGov, you will need to create an account.

Inquiries: Catherine Sequeira; cseq@hawaii.edu

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.