Job Details

Academic Support Specialist

Position Number: 0079846

Hiring Unit: UH WEST O'AHU, Academic Affairs, Instruction

Location: Kapolei, HI

Date Posted: 07/20/2026

Closing Date: 8/03/2026

Bands: A/B

Salary: salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Permanent

Other Conditions: One position to be filled; if there are no qualified applicants at the Band B level, applicants for Band A level will be considered.

Duties and Responsibilities (*denotes essential functions):

Pay Band A

• *Provide administrative support for the articulation agreement process, including routing new and renewal agreements for signatures, tracking deadlines, and maintaining centralized digital and physical files.
• *Assist in distributing articulation information by serving as a point of contact for routine inquiries and sending out approved informational updates to internal and external stakeholders.
• *Update articulation agreement records on public-facing websites, format progress report templates, and input data into spreadsheets for annual activity summaries.
• *Support the transfer articulation workflow by conducting initial intake of course-to-course equivalency requests and assisting the transfer evaluator with data tracking.

• *Process curriculum proposals and modifications within Kuali Curriculum Management and Kuali Build, reviewing submission forms for completeness before routing them through established approval workflows.
• *Assist with data entry for UH STAR-GPS, including entering approved course sequencing and degree pathway updates into the system as directed.
• *Utilize STAR and related institutional databases to extract routine reports, look up academic records, and verify program requirements to support academic planning.

• Assist in editing and proofreading the General Catalog; track approved curriculum changes and cross-reference them to ensure consistent formatting across the catalog and campus websites.
• Perform routine data entry and logistical support for the Academic Affairs Office, including inputting course scheduling data into the student information system.

• Perform routine administrative processing for academic personnel matters, including compiling documents for faculty reviews, reviewing lecturer hiring packets for completeness, and processing faculty overload requests.

Pay Band B

• *Coordinate the operational lifecycle of multi-institutional articulation agreements, including facilitating the development, implementation, renewal, and maintenance of agreements in collaboration with Academic Affairs, faculty, and partner institutions.
• *Serve as the primary staff coordinator and liaison for articulation agreements; maintain accurate internal tracking systems, resolve routine processing issues, and ensure timely dissemination of information to internal and external stakeholders.
• *Maintain public-facing articulation content by regularly updating institutional websites, preparing progress reports, and compiling activity summaries.
• *Collaborate with the transfer evaluator by assisting with course-to-course equivalency reviews and daily transfer articulation workflows.

• *Facilitate curriculum development and revision workflows utilizing Kuali Curriculum Management and Kuali Build; support faculty with submission and routing of new course proposals, course modifications, and specialized designations (e.g., General education, Focus, and Distance Education).
• *Provide operational support for UH STAR-GPS and related academic advising systems; collaborate with faculty on course sequencing and degree pathways to ensure alignment across curriculum, advising, and registration processes.
• *Utilize STAR and relevant institutional databases to support academic planning, track program changes, and promote student success and timely degree completion.

• Support the editing, updating, and production of the General Catalog; track program changes to ensure complete data accuracy across the catalog, advising sheets, and campus websites.
• Administer day-to-day operational logistics for the Academic Affairs Office, including assisting with the course scheduling process.

• Facilitate administrative workflows for academic personnel tracks, including tracking faculty review timelines, reviewing lecturer hiring packets for completeness, and processing faculty overload requests.

Minimum Qualifications:

Pay Band A

1. Possession of a baccalaureate degree in a related field and one (1) year of progressively responsible professional experience with responsibilities for academic advising, articulations, curriculum, academic affairs; 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 higher education administration as 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 higher education administration.
4. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of higher education administration.
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.

Pay Band B

1. Possession of a baccalaureate degree in a relevant field and three (3) years of progressively responsible professional experience with responsibilities for academic advising, articulations, curriculum, academic affairs and/or faculty affairs; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities.
2. Considerable working knowledge of principles, practices and techniques in the area of higher education administration 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 higher education administration.
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 and apply word processing software.
8. For supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.

Supplemental Minimum Qualifications:

Pay Band A

1. Familiarity or exposure to academic advising concepts and basic navigation of student registration/information systems (e.g., STAR, Banner, or equivalent).
2. Basic understanding of the purpose of articulation agreements and degree pathways in higher education.
3. Demonstrated ability to find, reference, and follow resource documentation and instructions.
4. Demonstrated experience working within established policies, guidelines, and office procedures.
5. Demonstrated ability to assist with the coordination or execution of events and projects.
6. Competent in Word, Excel, PowerPoint and navigation of the internet.

Pay Band B

1. Experience in academic advising and proficiency and functional experience with STAR-GPS and Banner registration systems or equivalent.
2. Experience with articulation agreements and how they are developed and used in higher education.
3. Demonstrated ability to find and develop resource documentation.
4. Demonstrated experience working with policies and developing procedures.
5. Demonstrated ability to coordinate/execute events, projects.
6. Proficient in Word, Excel, PowerPoint and navigation of the internet.

Desirable Qualifications:

Pay Bands A & B

1. Knowledge of the University of Hawai'i or public sector organization, applicable policies and procedures and relevant practices.
2. Familiarity with scheduling and procedures for Faculty Review, including contract renewals, tenure and/or promotion.
3. Experience with organizing and setting up an electronic file system for a department. Creating infrastructure and communications for a department.
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