Student Services Specialist (VA Certifying Official, 0096768) at University of Hawaii, HI

About the Department

Title: Student Services Specialist (VA Certifying Official)
Position Number: 96768
Hiring Unit: Student Services, Admissions and Records
Location: Honolulu Community College
Date Posted: August 26, 2025
Closing Date: September 10, 2025
Band: A
Salary:  salary schedules and placement information

Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Permanent

Funding: General

Other conditions: Expected to begin approximately October 2025 or as mutually acceptable, pending position clearance, availability of funds, satisfactory performance and program needs.

Duties and Responsibilities (* Denotes Essential Functions):

• * Serve as the Veteran Affairs (VA) school certifying official and compliance coordinator for Honolulu Community College (HonCC).  Oversees all aspects of administering the VA and military benefits program on the campus.  Stays abreast of the changes in requirements, laws and policies pertaining to these programs. Assists in ensuring that the College’s practices comply with all program requirements, and that all necessary records are kept and maintained.
• Establish excellent working relationships with VA Students, the State Approving Agency, Education Liaison Representative, HonCC Academic Counselors, Staff and most importantly, the VA students.
• Works with and notifies the State of Hawaii Approving Agency and the US Department of Veteran Affairs of any substantive program or college policy changes that could affect VA or military benefited students. Responds to all university catalog submission issues from the State Approving Agency or Veterans Affairs Administration.
• Work closely with HonCC faculty, staff, students, and community organizations to foster relationships and networks with individuals and organizations in an effort to secure resources and funding in support of student veterans, service members, dependents, and survivors.
• Coordinates audit visits with appropriate federal and state auditors to ensure compliance with state and federal laws.
• Oversees and ensures that VA Certification and reports are processed accurately to the Department of VA using Enrollment Manager system. Receive all information and documents from students that need to be submitted to the VA. Processes all VA certifications for students who are using VA benefits. Track and monitor student records to ensure that they meet all requirements to 1) establish eligibility; and 2) remain eligible to receive VA benefits and/or military assistance.        Ensure that students are in an eligible program of study, are in eligible classes, and that all other eligibility requirements are met.  Work with student to troubleshoot any issues regarding their benefits as needed.  Resolves operational and administrative matters relate to VA Education Benefits Program in accordance with VA and school policies, procedures and directives. Authorizes payments to veterans, eligible dependents, survivors and reservists under Federal rules, regulations, and guidelines.        Submit VA Certification, Adjustment, Amendment and Termination for both home campus and secondary campus. Verify and compute the exact tuition and fee charges for each course (remedial and special/summer/health courses have different cost) and Yellow Ribbon.  Interfaces with students, campus staff, and the Veterans Administration to resolve problems relating to overpayment, underpayment, and nonpayment of benefits. Verify the last date of attendance (LDA) for all adjustment, amendment, and Termination. Report mitigating circumstances (if applicable).  Responsible for Data Reports (individually, weekly, monthly, end of term and yearly report). Submit timely reports to the VA.
• Serves as a resource person to prospective students, current students, parents, and stakeholders. Receive all inquiries regarding the process of accessing VA and/or military benefits. Inform students about the process and what they need to do to access their benefits. Assists VA students in applying for their education benefits.  Refer them appropriately to the VA or other entities as needed. Inform student(s) regarding their Education Benefits (VA and school policy, overpayments, unsatisfactory conducts, etc.).  Ensure they are fully aware of their responsibilities to the school and VA. Advises and counsels students to better understand how to apply for, acknowledge and accept, and maintain continued eligibility for veterans’ benefits needed to access and complete higher education. Participate in VA related recruitment events that support enrollment and retention at Honolulu Community College.
• Provides administrative support, technical advice, interpretations and/or makes effective recommendations regarding applicable VA policies, procedures and other administrative requirements to administrators, faculty, and staff.
• Request information from students like transcripts from previous colleges, military training records, and change of training program forms.  Report all prior credits (college/university and military transcripts). Verify the start date and end date of each course. Verity the type of the course (classroom, online/distance learning or remedial).
• Ensure that case management VA Certification for Vocational Rehabilitation students (Chapter 31) are processed and reported to Honolulu Regional Office
• Keeps abreast of all federal, state and University policies and laws related to VA, military benefits, administrative procedures, FERPA, etc. Ensure this information is kept current and is disseminated to students via the College’s website, direct communication to students and other appropriate channels. Keep up-to-date on state regulations and state education benefits of veterans and eligible persons. Participates in state and regional VA conferences. Maintains a thorough knowledge of and communicates current state and federal VA regulations and changes to students and appropriate staff members concerning eligibility, academic progress and award amount.
• Implements, assesses, and makes improvements as needed to enhance efficiencies and effectiveness of existing methods and systems of communication.
• Updates website, data reporting, forms, procedures, and management relating to the program using software such as MS Office Suite, Database applications, and spreadsheets.
• Responds to inquiries and makes professional independent judgments to resolve any discrepancies regarding benefits, e.g., education rates, benefit payments, etc. in accordance with Federal policies and procedures, rules and regulations.
• Manages the maintenance of Veterans Affairs students’ files. Disposes, archives and/or transfers of records in accordance with established rules and regulations in accordance with standards set by AACRAO and the Department of VA. Ensure that records are being kept in a safe place and that the privacy of VA students is protected.
• Work with the Registrar to identify trends, perform needs analysis and develop reports needed to ensure a smooth operation of the VA educational benefits unit. Develop, implement and/or improve internal processes that will facilitate program efficiency and/or efficacy.
• Assists in the management of all Military Tuition Assistance programs. Maintain and update military service branch TA website account, report enrollment and grades for students who are using military TA, ensure tuition and other information required by the DoD MOU are kept current and/or reported appropriately, and assist in the regular renewal of the DOD MOU.
• Coordinates the VA work-study student assistants program. Provides training to VA work-study students on procedures for processing VA applications, enrollment procedures, and the use of online screenings related to VA processing. Checks timesheets for time worked by VA work-study assistants and forwards them to the VA for pay processing.
• Engage in activities with the VA counselor that support current Veteran students to develop a sense of belonging at Honolulu Community College and promote student success.
• Keeps abreast of school’s academic programs:        What are the currently offered programs, what programs have been recently discontinued or are planned to be discontinued, and what new programs are planned.  Assists the Student Services division with enrollment and retention activities, events, and document processing.  This may include admissions and records duties as assigned.  Assist students with applying and enrolling at Honolulu Community College.        Participate in events that promote Honolulu Community College.  
• Maintains knowledge of the office procedures, policies and general information about HonCC and its programs by referencing the College catalog, reading memos, attending staff meetings, etc.  Uses knowledge of the functions of the other units of the College for accurate referrals
• Duties may include evening, weekend, and off-campus assignments. 
• Assist with other duties as assigned.

Minimum Qualifications:  

• Functional knowledge of principles, practices and techniques in the area of student services as demonstrated by knowledge, understanding and ability to apply concepts, terminology. 
• Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with the registrar's office or student services.
• Demonstrated ability to recognize problems, identify possible causes, and resolve the full range problems that may commonly occur in 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.
• Demostrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
• Ability to perform work requiring strong analytical and problem-solving skills with strong attention to detail and follow-up. 
• Excellent customer service, including experience working with students, faculty, and staff. 
• Working knowledge of academic policies and procedures, and federal privacy regulations, such as FERPA. 
• Demonstrates innovation and creativity.
• Ability to adapt to an ever-changing environment and technology. 
• Ability to report to multiple off-campus sites to conduct meetings, presentations, and visitations, etc.
• Ability to work nights and weekends.

Desirable Qualifications:  

• Working knowledge of student information systems such as Ellucian Banner.
• Familiarity with VAOnce/Enrollment Manager. 
• Previous experience as a VA School Certifying Official, with administering VA/military benefits programs and/or with administering federal programs. 
• Adept at utilizing Microsoft Office, databases, web-based platforms and other technologies.

To Apply:

Click on the "Apply" button on the top right corner of the screen to complete an application and attach the following required documents:

1. Graduate and undergraduate transcript(s) from a regionally accredited institution of higher education showing degree and coursework to date appropriate to the position. Copies of transcAdripts must be attached to your application to receive credit for degree(s). Original official transcripts will be required at the time of hire. Academic record/grade summaries and diplomas will NOT be accepted. 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. Expense of the evaluation shall be borne by the applicant;
2. Cover letter explaining how you meet the minimum and desirable qualifications of the position;
3. Resume; and
4. Names and contact information (including e-mail address) of at least 3 professional references.

Letters of recommendation are optional. Separate documents and application materials must be submitted for each position. Late or incomplete applications will not be considered. The application will be considered incomplete if materials are unreadable. Applications lacking copies of official transcripts will be reviewed based on work experience equivalency to meet MQs. Minimum qualifications must be met by the closing date. Note: If you have not applied for a position before using NEOGOV, you will need to create an account.

Inquiries:

Honolulu Community College

Human Resources Office

[email protected]

808-845-9144

Position Duties

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/