Academic Support Specialist (#0097019T) chez University of Hawaii, HI

About the Department

Working Title: Academic Support Specialist (Scheduling and Catalog Support Specialist)
Position Number: 0097019T
Hiring Unit: OFFICE OF THE PROVOST, OFC OF VP FOR ACAD EXCELLENCE
Location: UH at Manoa
Date Posted: October 9, 2025
Closing Date: October 23, 2025
Band: A
Salary : salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Temporary

Duties and Responsibilities 
1.  *Assist with university class schedule creation using specialized scheduling software.
2.  *Support the development and production of the university catalog using specialized catalog and curriculum software.
3.  *Perform accurate data entry for records and scheduling information.
4.  *Verify data accuracy through systematic review and comparison processes.
5.  *Identify and flag errors or discrepancies.
6.  *Ensure timely completion of tasks by monitoring administrative workflows; identify and address instances where processes have stalled or items were overlooked.
7.  Troubleshoot common problems related to data management.
8.  Communicate with faculty and staff to gather and verify information for publications.
9.  Respond to and manage inquiries in a timely and professional manner.
10.  Maintain and organize records and documentation according to the unit’s standards.
11.  Coordinate and review the work of clerical personnel and/or student assistants.
12.  Other duties as assigned.

* Denotes Essential Functions

Minimum Qualifications 
1.  Possession of a baccalaureate degree in arts and humanities, social science, science, education, business, or related field and 0 year(s) of progressively responsible professional experience with responsibilities for business or academic administration; 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 business or academic administration 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 records management.
4.  Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of administrative data management and information workflow.
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 and spreadsheet software.
8.  Demonstrated attention-to-detail and accuracy.
9.  Demonstrated ability to accurately manage and input data.
10.  Ability to manage a heavy workload with deadlines and shifting priorities.

Desirable Qualifications 
1.  Advanced software proficiency, particularly with spreadsheet software, database management software, document tracking systems, and/or project tracking tools.
2.  Prior experience in a university administrative office, including but not limited to registrar's office, scheduling office, catalog office.
3.  Familiarity with the University of Hawai`i at Manoa's campus map and college/departmental structure.

To Apply:
Note: If you have not applied for a position before using NeoGov, you will need to create an account.

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

1.  Cover letter indicating your interest in the position and how you satisfy the minimum and desirable qualifications;
2.  Resume; 
3. Names and contact information (telephone number and email addresses) of three (3) professional references; and
4. Copy of unofficial transcripts (official transcripts will be required at the time of hire). Academic record/grade summaries will NOT be accepted. Copy of diplomas will NOT be accepted.) Documents issued from an institution 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.

IMPORTANT: If multiple applications are received from the same candidate, only the last one will be reviewed. Please DO NOT include any self-identifying photos, REFERENCES TO SOCIAL SECURITY NUMBERS AND BIRTH DATE on any documents within the application packet.  All items become the property of the University of Hawaii and will not be returned. Only complete applications will be passed on to the search committee for consideration. Incomplete or unreadable application materials will not be considered.

Inquiries: Maggie Nakamura McGehee, 808-956-7953, [email protected]

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/