Academic Support Specialist, 0077404T

Title: Academic Support Specialist
Position Number: 0077404T
Hiring Unit: College of Education, School for Teacher Education (STE)
Location: Manoa
Date Posted: April 8, 2024
Closing Date: April 22, 2024
Band: A
Salary : salary schedules and placement information
Full Time/Part Time: Full Time
Temporary/Permanent: Temporary
 
Other Conditions: Special funds. Appointment to begin June 2024 or soon thereafter. Renewal contingent upon department needs, satisfactory performance and availability of funds.
 
Duties and Responsibilities

• Under the direction of the School of Teacher Education (STE) Program Directors, plan, manage, and supervise program operations including the creation, implementation, interpretation, and maintenance of day-to-day functions, policies, practices, and systems.
• Provide administrative support to the STE by preparing the schedule of classes, faculty workload forms, field supervision, course catalogs, and monitoring personnel and leave documents.
• Maintain, Record-keep, and archive electronic and hard copy documents such as course documents, evaluations, syllabi, Plan B papers, and student and faculty records.
• Prepare and track required documents for students including student records, course documents, student reports, letters, etc.
• Provide support services to faculty, including textbook orders, travel documents, room reservations, expenditure reimbursements, and providing access to program and student information.
• Manage and process personnel actions such as hiring, overload, renewal, and leave for faculty, staff, lecturers, casual hires, and student assistants.
• Work on the Tenure and Promotion process with the Director which includes preparing appropriate documents, informing faculty members of requirements and deadlines, and making sure all deadlines are met.
• Serve as the first point of contact for the STE programs. Field inquiries from current, former, and prospective students, and disseminate program information as needed.
• Initiate and coordinate all aspects of program events (e.g., Orientation, Plan B Symposium, admission interviews, etc.) and other STE functions.
• Develop, update, and distribute communication including correspondence, forms, reports, documents, program handbooks, promotional material, program websites, etc.
• Monitor program budgets by tracking expenses in the University financial system. Make sure expenses are aligned with the program budgets and comply with University policies and procedures. Make necessary recommendations to the Program Directors, as necessary.
• Review, assist with, or process all necessary fiscal documents for the programs such as requisitions, travel documents, reimbursement, parking, etc.
• Supervise and train undergraduate student assistants and casual hires.
• Work outside of normal business hours including weekends and/or holidays, as needed, and at offsite locations.
• Other Duties as assigned.

1. Possession of a baccalaureate degree in Education, Business Administration, or related field and 0 year(s) of progressively responsible professional experience with responsibilities for academic program support; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated. 
2. Functional knowledge of principles, practices and techniques in the area of academic program support demonstrated by knowledge, understanding and ability to apply concepts, terminology.
3. Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with academic program support.
4. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of management and support of an academic program.
5. Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.
6. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members and individuals.
7. Demonstrated ability to operate a personal computer and apply word processing software.
8. Ability to accommodate a flexible work schedule (School of Teacher Education program activities may be held before and after normal working hours and/or on weekends and at some offsite locations).

1. Professional experience with responsibilities for academic program support.
2. Experience with Banner and Star systems.
3. Experience with Hubspot or other Customer Relationship Management tools.
4. Experience working in an institute of higher education.
5. Experience working in a Professional Development School-University partnership setting.
6. Experience working with diverse/multicultural populations including Native Hawaiian, special needs, or English language learner populations.
7. Considerable working knowledge of teacher preparation in the state of Hawaii.
8. Experience with Kuali Financial System (KFS).