Academic Support Specialist (0079846)

University of Hawaii•Kapolei, HI

8d•Onsite

About The Position

This position provides essential administrative and operational support for academic affairs at UH West Oʻahu. The role involves managing articulation agreements, processing curriculum changes, maintaining academic systems, supporting catalog production, and assisting with academic personnel administration. The position is for an 11-month permanent role, with potential for hiring at either Band A or Band B level, depending on applicant qualifications. Band A focuses on direct support and clerical maintenance, while Band B involves more coordination, liaison, and management responsibilities.

Requirements

Possession of a baccalaureate degree in a related field and one (1) year of progressively responsible professional experience with responsibilities for academic advising, articulations, curriculum, academic affairs (for Band A).
Possession of a baccalaureate degree in a relevant field and three (3) years of progressively responsible professional experience with responsibilities for academic advising, articulations, curriculum, academic affairs and/or faculty affairs (for Band B).
Functional knowledge of principles, practices and techniques in the area of higher education administration.
Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with higher education administration.
Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of higher education administration.
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.
Considerable working knowledge of principles, practices and techniques in the area of higher education administration (for Band B).
Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with higher education administration (for Band B).
Demonstrated ability to resolve wide ranging complex problems through the use of creative reasoning and logic (for Band B).
Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials (for Band B).
Demonstrated ability to operate a personal computer and apply word processing software (for Band B).
For supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations (for Band B).

Nice To Haves

Familiarity or exposure to academic advising concepts and basic navigation of student registration/information systems (e.g., STAR, Banner, or equivalent) (for Band A).
Basic understanding of the purpose of articulation agreements and degree pathways in higher education (for Band A).
Demonstrated ability to find, reference, and follow resource documentation and instructions (for Band A).
Demonstrated experience working within established policies, guidelines, and office procedures (for Band A).
Demonstrated ability to assist with the coordination or execution of events and projects (for Band A).
Competent in Word, Excel, PowerPoint and navigation of the internet (for Band A).
Experience in academic advising and proficiency and functional experience with STAR-GPS and Banner registration systems or equivalent (for Band B).
Experience with articulation agreements and how they are developed and used in higher education (for Band B).
Demonstrated ability to find and develop resource documentation (for Band B).
Demonstrated experience working with policies and developing procedures (for Band B).
Demonstrated ability to coordinate/execute events, projects (for Band B).
Proficient in Word, Excel, PowerPoint and navigation of the internet (for Band B).
Knowledge of the University of Hawai'i or public sector organization, applicable policies and procedures and relevant practices.
Familiarity with scheduling and procedures for Faculty Review, including contract renewals, tenure and/or promotion.
Experience with organizing and setting up an electronic file system for a department.
Creating infrastructure and communications for a department.
Experience with WordPress, website content management systems and/or lnDesign software.
Experience with Kuali Curriculum Management, Kuali Build, and/or other workflow or Curriculum/Scheduling systems.
Demonstrated ability in the use of AI or Notebook LM or other resource management.

Responsibilities

Provide administrative support for the articulation agreement process, including routing agreements, tracking deadlines, and maintaining files.
Serve as a point of contact for routine inquiries regarding articulation agreements and distribute approved updates.
Update articulation agreement records on public-facing websites and format progress report templates.
Conduct initial intake of course-to-course equivalency requests and assist with data tracking for transfer articulation.
Process curriculum proposals and modifications in Kuali Curriculum Management and Kuali Build, ensuring completeness before routing.
Assist with data entry for UH STAR-GPS, including course sequencing and degree pathway updates.
Extract routine reports, look up academic records, and verify program requirements using STAR and institutional databases.
Assist in editing and proofreading the General Catalog, tracking curriculum changes for consistency.
Perform routine data entry and logistical support for the Academic Affairs Office, including course scheduling data.
Perform routine administrative processing for academic personnel matters, such as compiling faculty review documents and processing overload requests.
Coordinate the operational lifecycle of multi-institutional articulation agreements.
Serve as the primary staff coordinator and liaison for articulation agreements.
Maintain internal tracking systems for articulation agreements and resolve processing issues.
Collaborate with the transfer evaluator on course-to-course equivalency reviews and transfer articulation workflows.
Facilitate curriculum development and revision workflows using Kuali Curriculum Management and Kuali Build.
Support faculty with submission and routing of new course proposals, modifications, and specialized designations.
Provide operational support for UH STAR-GPS and related academic advising systems.
Collaborate with faculty on course sequencing and degree pathways.
Support the editing, updating, and production of the General Catalog, ensuring data accuracy.
Administer day-to-day operational logistics for the Academic Affairs Office.
Facilitate administrative workflows for academic personnel tracks, including tracking review timelines.
Review lecturer hiring packets for completeness and process faculty overload requests.