Admissions Specialist (0078215)

Description

Title: Admissions Specialist
Position Number: 0079845
Hiring Unit: Office of Admissions
Location: Manoa
Date Posted: April 17, 2026
Closing Date: April 26, 2026 @ 11:59 PM
Band: A
Salary : salary schedules and placement information
Additional Salary Information: PBA, minimum $4,458/month
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Permanent

Duties and Responsibilities

• ** Assists in overseeing and managing the daily collection, processing, and depositing of application fee payments, and application fee waivers.
• ** Assists to maintain accurate fiscal records following university and state guidelines.
• ** Helps to reconcile and process daily credit card transactions; implements safe and secure measures to safeguard payments, ensuring accuracy and accountability for each payment from collection point to the deposit of funds.
• ** Updates student files in the student information system ensuring compliance with UH policies and procedures.
• ** Exercises discretion when granting an exception to a procedure or when placing financial obligation markers on applicant records in the student information system.
• ** Helps to develop fiscal management and problem-solving processes; including, but not limited to fee collection, fee deposits, individual refunds, Chargeback claims, etc.
• ** Helps to identify and correct fiscal discrepancies; actively consults with internal and external fiscal administrators and bank representatives for fiscal guidance.
• ** Monitors various internal and third-party sites for fiscal updates; actively participates in new training and retraining opportunities when available.
• ** Keeps abreast of current university, state, and federal policies, procedures, and regulations. Ensures compliance with federal (i.e. FERPA) and state laws, policies, procedures and practices, and initiates appropriate actions as needed. Keeps abreast of applicable changes.
• ** Assists with hiring, training, and scheduling of the Mailroom Operations Student Assistant staff. Creates, assigns, manages, and reviews daily work assignments.
• ** Assists with planning and coordinating new service and training activities for student assistants; providing clear instructions regarding processes and procedures that improve efficiency and helps to attain student job success.
• ** Maintains and updates the current student assistant work manual.
• ** Assists in maintaining and updating the current staff mailroom operations manual.
• ** Oversees the processing and scanning of incoming physical mail, and faxed documents received.
• ** Assists with overseeing the graduation program mailers semi-annually.
• ** Assists with the daily download and processing of student transcripts and application documents received through a third-party vendor.
• Participates in meetings and may facilitate meetings if necessary.
• Other duties as assigned

** Denotes essential functions

Minimum Qualifications

1. Possession of a baccalaureate degree in education, counseling, social sciences or related field and 0 year(s) of progressively responsible professional experience with responsibilities for N/A; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated. 
2. Functional knowledge of principles, practices and techniques in the area of customer/student services and/or administrative services demonstrated by knowledge, understanding and ability to apply concepts, terminology.
3. Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with customer/student services and/or administrative services.
4. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of customer/student services and/or administrative services.
5. Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.
6. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members and individuals.
7. Demonstrated ability to operate a personal computer, apply word processing software such as Microsoft Word.
8. Ability to learn and apply specific policies, procedures and techniques needed to effectively perform all assigned tasks
9. Ability to communicate electronically to student and public inquiries.

Desirable Qualifications 

1. Considerable knowledge of UHM programs and graduation requirements
2. Demonstrated experience and knowledge of UHM's Student Information System (Banner)
3. Demonstrated experience and knowledge of one or more of the following: STAR, Kuali, TouchNet, Parchment, SECE
4. Computer skills including efficient use of spreadsheet, and database software such as Microsoft Excel

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:

1. Resume

2. Cover letter indicating how you satisfy the minimum and desirable qualifications

3. Names of 3 professional references

4. 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: Lisa Buto; lisabuto@hawaii.edu

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/   

Salary : $4,458