Student Services Specialist (Pos. #78935T)

Description

Title:Student Services Specialist
Position Number: 0078935T
Hiring Unit: C OF HLTH SCI & SW, SCH OF MED, ASSOC DEAN FOR ACAD AFFAIRS
Location: Kakaako, Medical Education Building
Date Posted: December 22, 2023
Closing Date: January 14, 2024
Band: B
Salary : salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Temporary
Duties and Responsibilities

1. *Provides support including but not limited to developing and implementing policies/programs specific to student affairs like recruitment, admission, retention & graduation; maintains & updates database involving counseling, learning assistance & academics.
2. *Collaborates with university offices to ensure appropriate adherence to university deadlines, regulations, policies and procedures for incoming and current students.
3. *Initiates, develops and implements internal office procedure and policy guidelines to remain in compliance to UH Manoa and John A. Burns School of Medicine (JABSOM) wide regulations such as Family Educational Rights and Privacy Act (FERPA) regarding student files.
4. *Provides customer service for the Office of Student Affairs (OSA). Answers the student affairs main office phone line and general office email as applicable and provides direction to students and constituents as appropriate. Compiles, maintains and manages student directory and listserv for MS1-MS4s.
5. *Primary student specialist advising and serving all 1st and 2nd year medical students on matters pertaining to Student Services. Services may include FERPA guidance, special accommodations as per Kokua office, medical school curriculum, registration, elective coursework, grades, insurance coverage, medical school certifications, licensing exams, medical equipment, and other institutional endeavors. Generates, administers, and tracks applicable reports when necessary. Creates, manages, and maintains electronic and paper student records. Refers students to other faculty/staff or coordinates with community agencies as appropriate.
6. *Coordinates with University Health Partners to ensure timely compliance with immunization requirements.
7. *Assists JABSOM Admissions Office by reviewing and processing admission applications, scheduling interviews, and interacting with applicants/parents by providing information on application status, and other requested support activities.
8. *Advises new medical students on matriculation/orientation procedures and requirements, while tracking student completion of such requirements for institutional needs. Develops and implements various electronic and in-person communication methods (i.e., emails, phone calls, presentations, communication plan, hard-copy publications, web design information, and etc.) to effectively communicate with students. Convenes, directs and conducts matriculation orientation for the graduating Imi Hoola students.
9. *Conducts information sessions for incoming and graduating students regarding school-wide events while coordinating with events staff and other entities as necessary; resolves conflict that may arise during events, serves as point of contact for directing inquiries to the appropriate personnel.
10. *Creates, manages, and updates student records and database systems to effectively execute institutional functions. Databases include but are not limited to TouchNet, Banner, JABSOM Tracking Database, OASIS, WebAdMIT, University of Hawaii LISTSERV, Student Directories, JABSOM internal systems/reports, Student Interest Groups, Association of American Medical Colleges's (AAMC) Careers in Medicine (CiM), etc. Generates reports and analyzes/extracts data for institutional needs. Provides technical support for said systems as appropriate, including writing training manuals, responding to requests for assistance, analyzing problem using automated diagnostic programs, resolving recurrent difficulties or errors, and refer to Office of Information Technology for major problems.
11. *Serves as support staff for various aspects of institutional events. Events may include Orientation Week, Student Activity Fair, White Coat Ceremony, Match Day, and Convocation. Coordinates events and serves as liaison between students, OSA, faculty at large, vendors, third party agencies and community constituents when executing functions of the event as appropriate.
12. *Develops, coordinates and facilitates career-choice oriented workshops, events and/or programs in consultation with higher level professionals. Assists career advisors and faculty in presenting medical students with options for post-graduate medical training, medical practice and other professional development opportunities.
13. *Serves as staff support for AAMC's activities including national and regional Student Services conferences held locally.
14. *Serves as Administrative Coordinator to the committee on Evaluation, Remediation & Review (ERRC), and Assistant Coordinators for the Student Standing & Promotion (SSPC), and Academic Appeals (AAPC). He/she is responsible for coordinating schedule of & organizing committee meetings, writing & compiling accurate meeting minutes & tracking progress of students in performance databases for both academics and professionalism. The database is for students with or without committee referral.
15. *Develops and updates various materials, publications, informational brochures, and content (both electronic and hard copy) to accurately disseminate information to medical students, faculty, departments, and community members. Examples of these materials may include but not limited to the Office of Student Affairs web content, PowerPoint presentations for campus-wide events, student handbooks, training manuals, photo rosters, institutional policies, and required forms for students.
16. *Generates official letters for students required from various programs and clinical sites within and outside of the curriculum.
17. *Manages approvals for proposed student interest groups and maintains the tracking database for previous and new entities.
18. *Advises 2nd year medical students on national requirements for the United States Medical Licensing Exam application process; ensures completeness of all student exam applications including those for which special accommodations are being requested.
19. Other Duties as assigned.

(*Denotes Essential Functions)
Minimum Qualifications

1. Possession of a baccalaureate degree in Education or related field and 3 year(s) of progressively responsible professional experience with responsibilities for Student Services; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
2. Considerable working knowledge of principles, practices and techniques in the area of student support services as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.
3. Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with student support services.
4. Demonstrated ability to resolve wide ranging complex problems through the use of creative reasoning and logic to accurately determine the cause of the problems and the resolution of the problems in an effective, innovative and timely manner.
5. Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.
6. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
7. Demonstrated ability to operate a personal computer, apply word processing software, and office software including but not limited to PowerPoint and spreadsheet.

Desirable Qualifications

1. Knowledge or experience in education programs and practices in a medical school, with emphasis on the pre-clinical portion of training.
2. Working knowledge of the Banner system for registering students and viewing/editing fields as necessary within the system.
3. Familiarity with the OASIS system for tracking student evaluations, viewing student schedules, and checking for completion of coursework as necessary.
4. Considerable experience in coordinating events for trainees and related constituents.
5. Demonstrated ability to proactively identify needs related to student affairs and take lead on optimizing services and processes.
6. Considerable experience in spearheading new projects related to the needs of a Student Services office.
7. Demonstrated ability to apply judgement when new situations arise with students, faculty, or other team members.
8. Familiarity with key personnel and resources at JABSOM for supporting students in the first two years of medical school.
9. Demonstrated ability to adapt to new processes professionally and to collaborate with others in establishing new workflows in a positive manner.
10. Demonstrated ability to create resource materials, update as necessary, and distribute in a timely manner; this includes but is not limited to handbooks, resource lists, and website information.
11. Expertise in online systems for video conferencing for educational needs and demonstrated ability in setting up conference calls and managing associated calendars.
12. Demonstrated ability to advise students, staff, and faculty on proper procedures and current policies related to Student Services.

To Apply:
Click on the " Apply" button on the top right corner of the screen to complete an application and attach the required documents by the closing date:

• a cover letter indicating how you satisfy the minimum and desirable qualifications
• current resume
• official transcripts confirming degree completion (copies acceptable; however official transcripts sent directly from the degree granting institution required upon hire)
• Three (3) professional references (complete with contact information including e-mail address)

The application will be considered incomplete if materials are unreadable. Late or incomplete applications will not be considered. Note: If you have not applied for a position before using NEOGOV, you will need to create an account.
Inquiries: Jayme Young ( jksumida@hawaii.edu or 808-692-1000)

EEO/AA, Clery Act, ADA

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