Student Services Specialist (0097612 & 0097613)

University of Hawaii•Honolulu, HI

18d•Onsite

About The Position

This position is responsible for managing the enrollment certification process using the Enrollment Manager system. The specialist will ensure accurate and timely reporting of student data, including enrollment status, attendance, tuition, fees, and academic progress, to comply with VA Education and Veteran Readiness and Employment (VR&E) program requirements. They will maintain student records, assist with notifying the Hawai'i State Approving Agency (HISAA) of policy changes, and support audit readiness activities for federal and state compliance reviews. The role also involves providing general support for VA education benefits, offering guidance to students, parents, and stakeholders, and resolving complex record discrepancies by collaborating with various university departments and external partners. Additionally, the specialist will provide administrative support for the Edith Nourse Rogers STEM Scholarship program, certify student academic progress, and support the Manoa Veterans Resource Center. This role may also involve hiring and training student employees, including VA Work-Study and general student assistants. The specialist will work closely with the Assistant Registrar for Veteran Services to enhance operations and compliance reporting, specifically for VA Education Services record-keeping. They will also manage military Tuition Assistance (TA) data, report student grades, and maintain institutional academic information in military portals, ensuring program data for the Department of Defense (DoD) MOU is current and compliant. The position requires completing mandatory annual VA training and certification to serve as a School Certifying Official (SCO).

Requirements

Possession of a baccalaureate degree in humanities, education, sciences, business administration, human services, or related field and 2 year of progressively responsible professional experience with responsibilities for student support; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
Functional knowledge of principles, practices and techniques in the area of higher education administration 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 higher education.
Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of enrollment and financial management.
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, apply word processing software, and familiarity with Google Workspace, Adobe, and Microsoft Applications.
Ability to prioritize tasks and manage multiple responsibilities while maintaining accuracy and attention to detail in a fast ¿ paced environment.
Strong willingness to learn, apply basic problem ¿ solving skills, and adapt to new technologies and changing workflows.
Proven ability to communicate respectfully and effectively with students, colleagues, and/or other stakeholders, including breaking down complex information into clearer guidance.

Nice To Haves

Minimum of one year of progressively responsible experience in a higher education environment, with a proven track record in Enrollment Management, Registrar, Admissions, or Financial Aid.
Familiarity with university academic policies and federal regulations, including a commitment to maintaining student confidentiality under FERPA (Family Educational Rights and Privacy Act).
Experience navigating complex student information systems, such as Ellucian Banner, to manage records and resolve account discrepancies.
Familiarity with the U.S. Department of Veterans Affairs Enrollment Manager (or similar federal portals) to facilitate student certifications and benefit processing.

Responsibilities

Facilitates the management of the enrollment certification process utilizing the Enrollment Manager system.
Responsible for accurate and timely reporting of student data including enrollment status, attendance, tuition and fees, and academic progress to ensure compliance with VA Education and Veteran Readiness and Employment (VR&E) program requirements.
Maintains student records to ensure all required documentation is accurately prepared, organized, and stored in compliance with policies, procedures and regulatory requirements.
Assists with notifying the Hawai'i State Approving Agency (HISAA) of any substantive program and/or university policy changes each catalog year that may affect VA students.
Supports audit readiness activities and assists with tasks required for recurring federal and state compliance reviews.
Offers general support for VA education benefits, ensuring all prospective and current students, parents, and stakeholders receive accurate, professional guidance that aligns with university, state, and federal regulations.
Supports the accuracy of enrollment and financial accounts for diverse student populations; resolves complex record discrepancies by coordinating with Financial Aid, the Cashier's Office, and external agency partners to ensure seamless benefit processing and compliance.
Provides administrative support for the Edith Nourse Rogers STEM Scholarship program for UH Manoa, certifying student academic progress to Veterans Claims Examiners (VCE) to ensure accurate benefit awarding.
Provides support to the Manoa Veterans Resource Center in partnership with the Office of Veteran Student Services, VetSuccess on Campus (VSOC)/Vocational Rehabilitation Counselors (VRC), and Veterans Integration to Academic Leadership (VITAL) program.
Ensure students are connected with the appropriate resources to address their academic, personal, or benefit-related needs.
May assist and oversee the hiring and training of student employees; manages a diverse team of VA Work-Study and general student assistants to ensure high-quality administrative support and professional service for the department.
Works closely with the Assistant Registrar for Veteran Services to improve daily operations and maintain the compliance reporting needed for the university, with a dedicated focus on meeting the specific record-keeping requirements for VA Education Services.
Coordinates military Tuition Assistance (TA) data management by reporting student grades and maintaining institutional academic information within military portals.
Ensures general program data required by the Department of Defense (DoD) MOU including course offerings, term dates, and tuition rate schedules remain current and compliant.
Completes mandatory annual VA training and certification requirements to serve as a School Certifying Official (SCO).
Other duties as assigned.