Program Specialist (0081742)

Title: Program Specialist

Position Number:

Hiring Unit: OFFICE OF THE PROVOST OFC OF VP FOR ACAD EXCELLENCE OFC OF VP FOR ACAD EXCELLENCE

Location: UH at Manoa

Date Posted: July 29 2025

Closing Date: August 13 2025

Band: B

Salary :salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Permanent

Duties and Responsibilities

1. *The primary responsibility of this position is to manage processes and personnel to ensure the timely and accurate publication of the UHM Schedule of Classes and UHM Catalog.
2. *Manage and optimize the complex allocation of classes room assignments and class meeting times to create conflict-free academic timetables that balance institutional resources with student and faculty requirements.
3. *Develop implement resolve and maintain processes that allow input from faculty staff and students.
4. Serve on various UHM committees related to university branding classrooms retention issues and class scheduling.
5. *Coordinate and oversee approvals for new accounts special access and removal of inactive accounts related to the scheduling and catalog software systems.
6. *Create each new term in the scheduling software update schedule entry tables and forms roll the previous schedule into the new term.
7. *Configure and utilize advanced software; update all applicable software systems and enforce schedule and catalog deadlines.
8. Identify interview select and then manage relationships with vendors.
9. *Configure test and implement software systems to support the class schedule and catalog. Test software system upgrades.
10. *Develop support materials and implement ongoing training on applicable software systems for end-users including but not limited to department chairs associate chairs directors associate deans and deans. Continually improve the scheduling and catalog policies and procedures.
11. *Analyze quantitative data generate reports and advise departments on class seat demands in real time; assess quantitative data on student pathways (e.g. using degree program requirements) and assist departments and programs in creating class schedules that support students timely degree progress.
12. *Collaborate with appropriate offices roles and committees such as the Council of Academic Advising Director of Academic Advising Director of the General Education Office and the University Registrar to continuously improve student access to needed and desired classes and ensure the accurate description of courses and degree programs in the Catalog.
13. *Provide cross-training for class scheduling and the university catalog to ensure continuous operations and adequate short-term backup of duties and responsibilities.
14. Other duties as assigned.

* Denotes Essential Functions

Minimum Qualifications

1. Possession of a baccalaureate degree in arts social science arts and humanities science education business or related field and 3 year(s) of progressively responsible professional experience with responsibilities for project management scheduling records management and/or software management; 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 area of scheduling and records management as demonstrated by the broad knowledge of the full range of pertinent standard 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 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 preparation of 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 spreadsheet and database software.
8. If applicable for supervisory work demonstrated ability to lead subordinates manage work priorities and projects and manage employee relations.
9. Knowledge of the catalog and student registration and their use with the student information system.
10. Proficiency and experience with comprehensive information systems (such as student information reservation or scheduling systems).
11. One (1) year supervisory experience with demonstrated ability to lead subordinates manage work priorities and projects and manage employee relations.
12. Demonstrate attention-to-detail accuracy excellent project coordination abilities and the technical skills required to perform the job duties.
13. Demonstrated ability to excel in a fast-paced service-oriented environment and enjoy interacting with students and faculty as well as the staff in the offices that support them.
14. Excellent communication skills be able to manage multiple tasks and competing priorities seek continuous improvement through innovation and creativity and be committed to service excellence.

Desirable Qualifications

1. Five (5) years of professional experience with responsibilities for project management or software management.
2. Considerable knowledge of administrative and organizational processes as applied to the management of operations services facilities and programs.
3. Demonstrated proficiency and experience with managing higher education student information systems scheduling software and/or catalog software and the ability to adapt to new software as it becomes available.
4. Ability to interpret and apply legal and policy provisions to situations consistently.
5. Knowledge of the University of Hawaii applicable policies and procedures and relevant practices.

To Apply:

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 letterindicatingyour interest in the position andhow 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 requireacourse-by-courseanalysiswithanequivalencystatementfromanagencyhaving 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. PleaseDO 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:Paul McKimmy

The University of Hawaii 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: 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 Hawaii may be viewed at: 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 Hawaii 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: