Job Details

Academic Support Specialist

Position Number: 0097583T Hiring Unit: Institute for Astronomy Location: Manoa, Hawai'i Date Posted: August 18, 2026 Closing Date: September 2, 2026 Band: A Salary: salary schedules and placement information Full Time/Part Time: Full-time Month: 11-month Temporary/Permanent: Temporary

Duties and Responsibilities

• Under the principal direction of the Graduate Chair and in coordination with the Faculty Chair and Undergraduate Chair, this position provides academic and administrative support to the Institute for Astronomy's academic programs, ensuring efficient operations of graduate and undergraduate student services, academic scheduling, and compliance with university policies.
• Assist with the graduate admissions process, maintaining tracking spreadsheets, and preparing summary data for committee review.
• Support graduate student advising processes by maintaining academic progress records and generating automated reminders for milestones such as annual committee meetings, registration, and degree requirements.
• Coordinate logistics for the annual prospective student (protograd) visit and new student orientation, including room scheduling, communications, and event preparation.
• Assist with student registration, overrides, and troubleshooting of registration-related issues in UH records systems.
• Support course scheduling in Coursedog, ensuring alignment of teaching assignments, TA placements, and curricular needs across semesters.
• Manage and update graduate and undergraduate program files and databases, maintaining accuracy, confidentiality, and accessibility.
• Assist with preparation and routing of official forms for student progress, thesis committee approvals, and graduate milestones.
• Collect and compile data for annual reports to Graduate Division and other university offices.
• In collaboration with IfA CSRS, assist chairs with coordinating updates to the Manoa Catalog and departmental websites for program content, degree requirements, and course listings.
• Assist in course evaluation management and retention of data for assessment and accreditation purposes.
• Facilitate communication with current and incoming students regarding program requirements, orientation, deadlines, and opportunities.
• Maintain the list of graduate faculty, coordinating periodic review and updates.
• Provide administrative support for faculty committees, including meeting coordination, materials distribution, and record keeping.
• Serve as liaison with Graduate Division, Registrar, and other UH offices regarding student and program administration.
• Assists with travel arrangements; prepares travel requests, travel completion reports, and other accompanying forms for assigned programs.
• Assist with special academic projects and events in support of student success, recruitment, and retention.
• Assist in preparing, formatting, and distributing correspondence, reports, and documentation for program activities.
• Other duties as assigned

*Denotes Essential Function

Minimum Qualifications

• Possession of a baccalaureate degree in science, education, business administration, communications, or a related field and 1 year(s) of progressively responsible professional experience with responsibilities for science, education, academic or student services, program administration, business administration, and/or communications; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
• Functional knowledge of principles, practices and techniques in the area of science, education, academic or student services program administration, business administration, and/or communications 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 science, education, academic or student services program administration, business administration, and/or communications.
• Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of academic program support and records management.
• 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 excellent organizational skills.
• Demonstrated skill in time management & multi-tasking.
• Desire to work as a team to create a positive environment.

Desirable Qualifications

• Familiarity with Astronomy.
• Working knowledge of issues relating to operation of an academic research unit, e.g. research and grants, academic curriculum, and/or student services.
• Functional knowledge of WordPress.
• Administrative experience in a research environment in scientific fields such as astronomy, physics, etc.
• Familiarity with the University's and RCUH administrative policies and procedures.