Program Specialist (0096728)
Program Specialist (0096728)
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Job Description
Description
Title: Academic Support Program Specialist
Position Number:
Hiring Unit: Physics & Astronomy College of Natural Sciences
Date Posted: August 18 2025
Closing Date: September 2 2025
Band: B
Salary: salary schedules and placement information
Full Time/Part Time: Full-time
Temporary/Permanent: Permanent
Duties and Responsibilities- *Serve as the primary point of contact for students faculty staff and visitors with general inquiries.
- *Responsible for providing professional-level support assisting the department chair with reviewing and analyzing program issues and preparing and drafting program reports correspondence and other pertinent documents.
- *Assists the Department Personnel Executive Committee in managing and tracking faculty special salary adjustments tenure and/or promotion and periodic reviews.
- * Under the general supervision of the Department Chair administer and implement all operational aspects of the Physics Department graduate and undergraduate program.
- *Coordinates all aspects of meetings seminars and functions for the Physics Department while ensuring compliance with policies and procedures.
- *Collaborates and assists the Department Chair and Department Associate Chair with administrative activities such as registration planning registration services accreditation and graduate recruiting.
- *Monitors electronic records to manage and coordinate registration overrides.
- *Provides oversight and coordinates transfer evaluation requests.
- *Responsible for the coordination and implementation of course schedules.
- *Responsible for the coordination and management of textbook orders.
- *Coordinates and implements administrative changes required to execute program and course curriculum modifications.
- *Responsible for documenting student academic progress (undergraduate and graduate) and expediting follow-up action with participants and other units on campus.
- *Coordinates registration and scheduling endeavors within the department and with other units on campus.
- *Responsible for communications with current and prospective undergraduate and graduate students by administering and updating the departmental list servers department news and web pages.
- *Monitors implements and updates electronic databases to record and track relevant student information.
- *In coordination with the undergraduate committee administers departmental scholarships by identifying appropriate candidates notifying awardees and coordinating payments
- Interprets develops implements reviews and may modify policies and procedures to ensure compliance.
- May serve as a working supervisor for lower rank personnel student hires and volunteers.
- *Attends training to ensure compliance with applicable laws rules policies procedures and practices especially when offered by the Colleges Business Office
- Other duties as assigned.
Minimum Qualifications- 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.
- 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.
- 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.
- 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.
- Demonstrated ability to interpret and present information and ideas clearly and accurately in writing verbally and by preparing reports and other materials.
- Demonstrated ability to establish and maintain effective working relationships with internal and external organizations groups team leaders and members and individuals.
- Demonstrated ability to operate a personal computer and apply word processing software.
- If applicable for supervisory work demonstrated ability to lead subordinates manage work priorities and projects and manage employee relations.
Desirable Qualifications
- 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).
- Familiarity with academic procedures and policies of the University of Hawaii or possesses the perspective and understanding of an educational institution similar to University of Hawaii.
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 interest in the position and how the minimum and desirable qualifications of the position are met;
(3) The names and contact information (telephone number and email addresses) of at least three professional references; and
(4) Copies of educational transcripts with CONFIDENTIAL DATA (i.e. social security number birthdate etc) REDACTED. If requested transcripts are unobtainable by closing date please indicate so where transcripts are required as an attachment. You will have a grace period of 7 days from the closing date (09/02/2025) to email copies of your transcripts to Official transcripts will be required if selected to fill the position.
Inquiries:Email your questions to
INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED.
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EEO Clery Act ADA
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:
Required Experience:
Unclear Seniority
Employment Type
Full-Time
