Academic Support

University of Hawaii is now hiring Academic Support in Honolulu, HI. View job listing details and apply now. Description

Title: Academic Support (Academic Support Specialist)
Position Number: 0096604
Hiring Unit: College of Education, Institute for Teacher Education - Secondary
Location: Manoa
Date Posted: September 15, 2022
Closing Date: Continuous - Review of Applications beings September 30, 2022
Band: A
Salary: salary schedules and placement information
Additional Salary Information: Commensurate with qualifications and experience.
Full Time/Part Time: Full Time
Temporary/Permanent: Permanent

Other Conditions: General and/or Special funds. Appointment to begin October 2022 or soon thereafter.

Duties and Responsibilities

• Under the direction of the Department Chair/Director, plan, manage, and supervise program operations to include creation, implementation, interpretation, and maintenance of day-to-day functions, policies, practices, and systems; including the Grow Our Own (GOO) initiative.


• Provide administrative support to the department Chair/Director by preparing the schedule of classes, faculty workload forms, and monitoring personnel and leave documents. Prepare personnel documents as necessary.


• Responsible for all aspects of departments functions to include initiation and coordination of event planning, program events, student convocation or functions, etc.


• Prepare and track required documents for students including student records, course documents, and student reports, letters, etc.


• Provide support services to faculty, including textbook orders, travel documents, room reservations, expenditure reimbursements & purchasing, and program and student information.


• Monitor program budget by tracking expenses in the University financial system. Make sure expenses are aligned in the program budget and comply with University policies and procedures. Make recommendations to the Chair/Director, as necessary.


• Oversee the programs' recruitment efforts with marketing, information sessions, advertising programs, supporting Manoa/Statewide program partnerships, etc.


• Manage all aspects of the hiring process for faculty, staff, lecturers, casual hires, and student assistant, to include prepare and/or review of hiring forms and personnel forms.


• Work on Tenure and Promotion & contract renewal process with the department Chair/Director which includes preparing appropriate documents, informing faculty members of requirements and deadlines and make sure all deadlines are met.


• Maintain Department Chair/Director's calendar and appointments/meetings.


• Coordinate and implement new student procedures. Develop and disseminate information brochures/packets, communicate requirements, monitor student progress, provide other student focused services as needed. Collect and disburse various required student forms.


• Oversee department admission procedures related to external fund awards by coordinating admission paperwork, following up on status and evaluation, tracking progress, assisting with the organization of interviews, etc.


• Prepare and process fiscal and personnel documents ensuring conformity with University and State fiscal policies and procedures and propriety of expenditures.


• Keep abreast of current University, State and Federal policies, procedures, regulations


• Collaborate with OSAS on student issues and updates;


• Assist Chair/Director with proofing and giving suggestions for ITE Secondary website and ITE Secondary handbook;


• Other duties as assigned

Minimum Qualifications

• Possession of a baccalaureate degree in Education, Social Sciences, Communications, Business Administration, or related field and 1 year of progressively responsible professional experience with responsibilities for supporting an academic department; or equivalent education/training or experience.


• Functional knowledge of principles, practices and techniques in supporting an academic department 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 supporting an academic department.


• Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the support of an academic department.


• 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.


• Any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

Desirable Qualifications

• Experience working in an academic unit in a higher educational institution in the fiscal and/or personnel areas.


• Familiarity with electronic financial systems such as Kuali Financial System, eTravel, SECE.


• Familiarity with academic systems such as BANNER, Star System, Student InformationSystem (SIS), Giving Tree.


• Familiarity with shared drives like Google Drive and NextCloud.

To Apply:

Submit a cover letter indicating how you satisfy the minimum and desirable qualifications, resume, names and contact information (including email addresses) of 3 professional references, and official transcripts (copies acceptable; however, official transcripts are required prior to hiring).



Inquiries: Kirsten Mawyer; [email protected]

EEO/AA, Clery Act, ADA

The University of Hawai'i is an
Equal Opportunity/Affirmative Action Institution and is committed to a policy of nondiscrimination on the basis of race, sex, gender identity and expression, age, religion, color, national origin, ancestry, citizenship, disability, genetic information, marital status, breastfeeding, income assignment for child support, arrest and court record (except as permissible under State law), sexual orientation, domestic or sexual violence victim status, national guard absence, or status as a covered veteran.