What are the responsibilities and job description for the Program Specialist position at University of Hawaii?
Description
Title: Program Specialist
Position Number: 0097698
Hiring Unit: C OF NAT SCI, CHEMISTRY DEPT, CHEMISTRY DEPT
Location: UH at Manoa
Date Posted: 10/08/2026
Closing Date: 10/22/2026
Band: B
Salary : salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Permanent
Duties and Responsibilities
1. *Oversee the day-to-day operations of the Chemistry Department ensuring administrative efficiency, policy compliance, and seamless program execution.
2. *Under the general supervision of the Department Chair, administer and implement all operational aspects of the Chemistry Department graduate and undergraduate program.
3. *Serve as the primary point of contact for students, faculty, staff, and visitors with general inquiries.
4. *Supervise and train students of front office operation of the Chemistry Department; including picking up and distributing paychecks, monitoring the department email, answering phones, directing students, mail pickup from locked room in Bilger Hall and distribution to the department mailbox, scheduling calendars for the department-controlled room, etc.
5. *Responsible for providing professional-level support, assisting the department chair with reviewing and analyzing program issues, recommending solutions to resolve issues, and preparing and drafting program reports, correspondence, and other pertinent documents.
6. *Prepare documents for postdoctoral appointments and employment forms for casual, staff, faculty, and graduate student research assistants in the Chemistry Department.
7. *Assists the Department Personnel Committee in managing and tracking faculty special salary adjustments, tenure and/or promotion and periodic reviews.
8. *Maintain departmental personnel records.
9. *Collaborate and assists the Department Chair and Department Associate Chair with administrative activities such as registration planning, registration services, accreditation, and graduate recruiting.
10. *Provide support to the upper division labs (CHEM 272L and above) by working with the instructors and teaching assistants to facilitate laboratory activities and assist with updating laboratory procedures and manuals, as needed.
11. *Order and prepare specialty reagents and supplies for upper division labs as requested by the instructors.
12. Maintain instrumentation used by the upper division labs by performing routine maintenance and repairs, troubleshooting problems, and coordinating outside service and repairs, as needed.
13. Provide support to teaching assistants on instrumentation used by the upper division labs by providing training on instrument operation and assisting with troubleshooting, as needed.
14. *Responsible for communications with current and prospective undergraduate and graduate students by administering and updating the departmental list servers, department news, and web pages.
15. *Interpret, develop, implement, review, and may modify policies and procedures to ensure compliance.
16. May serve as a working supervisor for lower rank personnel, student hires, and volunteers.
17. *Attend training to ensure compliance with applicable laws, rules, policies, procedures and practices, especially when offered by the College's Business Office
18. Other duties as assigned.
- Denotes Essential Function
Minimum Qualifications
1. Possession of a baccalaureate degree in education, sciences, or a related field and 3 years of progressively responsible professional experience with responsibilities for academic program support in higher education or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
2. Considerable working knowledge of principles, practices, and techniques in the field of academic program support in higher education as demonstrated by the broad knowledge of the full range of pertinent standards and evolving concepts, principles, and methodologies.
3. Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations, and theories and systems associated with academic program support in higher education.
4. 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.
5. Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally, and by preparing reports and other materials.
6. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
7. Demonstrated ability to operate a personal computer and apply word processing software.
8. If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
Desirable Qualifications
1. Working knowledge of higher educational institutions¿ procedures and/or relevant programs supporting higher education, such as BANNER or STAR (registration and advising), or Kuali (purchasing and procurement).
2. Experience with Chemistry
3. Familiarity with academic procedures and policies of the University of Hawaii or possesses the perspective and understanding of an educational institution similar to the University of Hawaii.
TO APPLY:
. Applicant must submit the following:
- Resume;
- Cover letter indicating interest in the position and how the minimum and desirable qualifications of the position are met;
- The names and contact information (telephone number and email addresses) of at least three professional references; and
- Copies of educational transcripts with CONFIDENTIAL DATA (i.e. social security number, birthdate, etc)REDACTED. Ifrequested transcripts are unobtainable by closing date, please indicate so where transcripts are required as anattachment. You will have a grace period of 7 days from the closing date (10/22/2026) to email copies of your transcripts to cnshr@hawaii.edu. Official transcripts will be required if selected to fill the position.
INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED.
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Inquiries: Paul Raston, raston@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/
Benefits:
Sick Leave, Reduced or Flexible Hours, Dental InsuranceSalary : $86,000 - $124,000