Honolulu, HI

2024-02555

11/21/2024

0081775

 

 

 

The University of Hawai‘i, Kapi‘olani Community College, Office of Vice Chancellor for Student Affairs, Kekaulike Center, is seeking applications for the Student Services Specialist (Student Services Non Credit Registration). Please see the information about the position, the duties and responsibilities, the minimum and desirable qualifications, and the job application attachments below: 

Title: Student Services Specialist (Student Services Non Credit Registration)

Position Number: 0081775

Hiring Unit: Office of Vice Chancellor for Student Affairs, Kekaulike Center

Location: Kapi‘olani Community College    

Date Posted: November 21, 2024

Closing Date: December 8, 2024, 11:59 PM HST  

Salary: Salary Schedules and placement information

Pay Band: A

Temporary/Permanent: Permanent           

Funding: General

Other Conditions:  To begin approximately February 2025, pending position clearance, availability of funds, satisfactory performance, and program needs.  

Introduction:

The Student Support Specialist falls within Student Services Non Credit Registration and is part of the Kekaulike Center. The Student Support Specialist plays an important role in the day-to-day operations primarily focusing on servicing students which includes, customer service, registration processes, communication, cashiering and deposits, record retention, marketing, data collection, and supporting noncredit program coordinators and their program areas. In this role, the Student Support Specialist will be assisting with other duties assigned which includes presentations, enrollment and fiscal reporting, professional development learning opportunities, and program, unit, and campus meetings. This position must be able to critically think when issuing refunds, sharing of student information, time sensitive assignments, prioritizing work assignments, and securing electronic and physical student information.   

Duties and Responsibilities

(NOTE: ** Denotes Essential Functions)

• **Under the direction and supervision of the Registration Manager, be responsible for all day-to-day and term-to-term operations for the registration. Oversee service window and office operations utilizing the college's student information system.

• **Facilitates communication between program coordinators, business office, administrators and enrollment services to ensure that students receive registration services, wrap-around support services and information critical for their success.

• **Respond to student concerns and connect students with campus resources as appropriate.

• **Think critically and explore new avenues for communication with the community and others who are served by the college's for credit, continuing education and workforce development and training course offerings.

• Remain knowledgeable of all college course offerings and respond or refer students to ensure that accurate information is provided on an immediate basis.

• Maintain familiarity with student information systems (Destiny, and BANNER/STAR and learning management systems  in order to assess student information for processing and reporting purposes.

• Maintain and evaluate registration data and work with the Registration Manager to improve enrollment based on best practices.

• **Provide registration reports on a regular basis to the Registration Manager. Have the ability to analyze enrollment trends and make recommendations for improvements to non-credit administrators.

• Promote services and communication to students through technology including social media, e-newsletters and registration webpages.

• Actively update program information into the student information system, answer phones, and assist prospective, continuing, and returning students.

• Analyze office processes and procedures and implement modifications for continuous improvement to the functions of the office. Supervise clerical staff and student staff as appropriate.

• Serve as the main contact for students, faculty and staff in regard to non-credit registration involving the student information system including phones, email and in-person interactions.

• Assists the Registration Manager in being responsible for maintaining and ensuring the confidentiality of all confidential student information provided by students and contained in their files.

• Ensures that the office adheres to professional standards in daily interactions with students and keeps abreast of current trends and best practices in fields of continuing education and student services.

• Follows up individual students requests and interprets policies to make on-the-spot decisions on request for refunds and requests to waive deadlines and fees.

• Ability to process and prepare deposits, credit card transactions, and monthly reconciliation of account codes.

• Provide organizational leadership on filing, record retention, and purging of physical and electronic documents

• Other duties as assigned

Minimum Qualifications

1. Possession of a baccalaureate degree in Education, Business Administration, Student Affairs, Arts and Sciences, Social Science or related field and one (1) year of progressively responsible professional experience with responsibilities for student enrollment services, business services and/or customer services; 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 student enrollment services, business services, and/or customer services 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 student enrollment services, business services, and/or customer services.

4. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of student enrollment services, business services, and/or customer services.

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. Demonstrated ability to work with diverse student clienteles and to handle the demands of multiple deadlines and interruptions.

Desirable Qualifications 

1. Two (2) years of professional experience in student services at a post-secondary educational institution.

2. Working knowledge and understanding of Family Educational Rights and Privacy Act (FERPA).

3. Working knowledge and understanding of the University of Hawai‘i's fiscal rules and policies.

4. Familiarity with the University of Hawai‘i's policies and procedures.   

5. Evidence of commitment to Kapi‘olani Community College’s vision of positioning itself as a model indigenous serving institution whose graduates strengthen the social, economic, and sustainable advancement of Hawai‘i and the world.

 

INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED (Read the"To Apply" section carefully)

 

To Apply:

Click on the "Apply" button on the top right corner of the screen to complete an application and attach the required documents. In addition to the Application, applicants must attach the following:

1. Cover letter;

2. Resume;

3. The names and contact information (telephone number and email addresses) of at least three professional references; and

4. Official graduate and undergraduate transcript(s) showing degree and coursework to date appropriate to the position (copies of official transcripts are acceptable; however, original official transcripts will be required at the time of hire.) Transcripts issued outside the United States of America require a course-by-course analysis with an equivalency statement from an agency having membership with the National Association of Credential Evaluation Services, Inc., verifying the degree equivalency to that of an accredited institution within the USA. The expense of the evaluation shall be borne by the applicant.

• Academic record/grade summaries will NOT be accepted 

• Diplomas and copies will NOT be accepted

 

Incomplete applications will NOT be accepted.

 

NOTE:  

• The application will be incomplete if materials are unreadable, illegible, password protected, missing, or corrupted; therefore, late or incomplete applications will not be considered.  All requested documents/information become the property of Kapi‘olani Community College and will not be returned.

• Please do not include any self-identifying photos and redact any references to confidential information on submitted documents (social security number, date of birth, etc.).

• Applications lacking copies of transcripts will be reviewed based on work experience equivalency to meet minimum qualifications (MQs). All minimum qualifications must be met by the closing date.

• If you have not applied for a position before using NEOGOV, you will need to create an account.

 

Inquiries: Kapi‘olani Community College, Human Resources Department, kapcchr@hawaii.edu

 

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.  For more information or inquiries regarding these policies, please refer to the following link: http://www.hawaii.edu/offices/eeo/eeo-coordinators/

 

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 Hawai'i may be viewed at: https://www.hawaii.edu/titleix/help/campus-security/, or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office.

 

In accordance with Article 10 of 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.

 

Accommodation Request:  The University of Hawai'i complies with the provisions of the Americans with Disabilities Act (ADA).  Applicants requiring reasonable accommodation for any part of the application and hiring process should contact the EEO coordinator directly.  Determination of requests for reasonable accommodation will be made on a case-by-case basis.  For further information, please refer to the following link: 

www.hawaii.edu/offices/eeo/accommodation-request/ 

 

Kapi'olani Community College does not discriminate on the basis of age, race, sex, color, national origin, or disability in its programs and activities. For more information or inquiries regarding these policies, contact Section 504 Coordinator, (808) 734-9575, 4303 Diamond Head Road, 'Ilima 209, Honolulu, HI 96816; Title IX Coordinator, (808) 734-9542, 4303 Diamond Head Road, 'Iliahi 116