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Instructional and Student Support PBA (Student Services Specialist/Record Specialist & Supervisor) (#78068) Position Description

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The application collection portion of the recruitment for this position vacancy has concluded.

UH Hilo, Student Affairs, Office of the Registrar, full-time, general funds, permanent, to begin approximately January 2014, pending position clearance and availability of funding.


Provide timely and exceptional customer service to all students, university community and external constituencies. Information provided to internal and external constituencies must be released in accordance with Federal law, UH System or office policies. Coordinate accurate student record creation and maintenance for four academic levels at UH Hilo. Demonstrate professionalism and consistently contribute as an effective team member of the Registrar's Office and the Division of Student Affairs. Provide accurate information pertaining to enrollment certification, degree verification or enrollment histories to all students and other constituencies following federal law and University policies and procedures. Provide Banner and Discoverer training for university community. Assist in the accurate processing of final grades each semester. Utilize and maintain the Banner Student Record System and the university catalogs in accordance with UH Board of Regents policies, state and federal law. Collaborate with Colleges, Divisions, departments, and academic program directors in addition to various DSA offices to facilitate accurate schedule building, registration and grade processing to, in turn, ensure accurate student records. Hire, supervise and train office staff to include numerous student assistants in order to achieve office objectives. Work closely with the Assistant Registrar to maintain the efficacy of daily operations. Create, evaluate, and implement processes to streamline, modernize and simplify office processes. Work closely with catalog editor and assistant registrar to maintain accuracy of web site. Correspond in writing and orally with students, faculty, other university units and external constituencies to ensure compliance with academic policies and any pertinent laws, notify changes in student status and explain policy. Utilize UH system Kuali and monitor budgets for the Office of the Registrar. Correctly interpret and explain federal regulations, UH System and University policies. Supervise university compliance with Veteran Administration regulations and reporting student progress. Determine work priorities and assign tasks with a minimum of supervision. Make smooth and appropriate referrals to appropriate university offices or staff. Other duties as assigned.

Minimum Qualifications

Possession of a baccalaureate degree in any field and 1 year(s) of progressively responsible professional experience with responsibilities for post-secondary education; or equivalent education/training or experience. Functional knowledge of principles, practices and techniques in university education 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 university education. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the Registrar's Office. 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. Demonstrated ability in working with student information system (preferably SCT/Sungard Banner) and strong personal computer skills. Demonstrated ability to effectively communicate with faculty, administrators, IT programming staff, support staff and students. Supervisory experience. Any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

Desirable Qualifications

Demonstrated ability to determine work priorities and assign tasks with a minimum of supervision.

Pay Range

PBA, minimum $3,179/month

Applications (How to Apply)

Submit: (1) cover letter explaining how the minimum and desirable qualifications are met; (2) APT application UH Form 64; (3) resume; (4) the names and addresses, email and telephone numbers of three (3) professional references; and (5) transcript(s) showing degrees and course work appropriate to the position (copies are acceptable, however, original official transcripts will be required prior to employment). All requested documents/information must be postmarked by the closing date and become the property of the University. All minimum qualifications must be met by the closing date. Failure to submit all requested documents/information shall deem an application to be incomplete and will not be considered. Electronic submissions will be accepted. Mail Application To: Record Specialist & Supervisor Search Committee, c/o Andrea Adrian, University of Hawaiʻi at Hilo, Office of the Vice Chancellor for Student Affairs, 200 W. Kawili Street, Hilo, HI 96720-4091 or via email to

Inquiries (General)

Chelsea Kay-Wong, Search Committee Chair, (808) 974-7322,

Please refer to position #78068 when making inquiries.

Application Deadline

Friday, November 15, 2013.

Important Information

The official advertisement can be found at Work At UH.

The University of Hawaiʻi 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.

Individuals with disabilities who need a reasonable accommodation for the application or hiring process are encouraged to contact the EEO/AA coordinator(s) for the respective campus.

Employment 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 Hawaiʻi may be viewed at the U.S. Department of Education’s Campus Safety and Security Data Analysis Cutting Tool, or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office.

In accordance with Article 10A 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.

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