Student Services Specialist

Description

Title: Student Services Specialist

Position Number: 0077378

Hiring Unit: Student Affairs, UHH, Records Office

Location: UH at Hilo

Date Posted: June 18, 2024

Closing Date: July 3, 2024

Band: B

Salary : salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Permanent

Other Conditions: Appointment to begin approximately September 2024, pending position clearance and availability of funds.

Duties and Responsibilities (* denotes essential functions):

1. *Oversee the development, implementation, evaluation and continuous improvement of the degree rules client’ in STAR for the University of Hawai`i at Hilo (UH Hilo) campus.

2. *Provide staff support for STAR, on the campus as the official UH system wide degree audit system and arbiter of degree completion.

3. *Manages the delivery of STAR degree audits as a consistent source of information and official repository of all undergraduate and graduate degree programs, minors and/or subject certificates for the campus.

4. *Directs Banner Control team, on a continuous basis, to add/remove access of faculty/staff including creating a tracking system to manage/maintain access to STAR system.

5. *Provide access and training for all STAR product users within the campus, as needed.

6. Create, manage and maintain the documentation for access, reporting and training for STAR at the campus while providing information used for analysis and strategic planning purposes.

7. Prepares response to reporting required by the Banner Control Team for security purposes pertaining to access continuously using updated tracking documentation.

8. *Provide overall leadership, coordination and monitoring for new STAR projects to ensure a smooth transition from development to completion for the campus (e.g. new Academic Planner).

9. Conducts quality assurance testing, receives customer enhancement requests for STAR while evaluating and making recommendations for improvements to the STAR Board or STAR Team support.

10. *Oversee the functional aspects of the STAR programs and effectively communicates with end users, thereby enabling data driven decision making.

11. Incorporate academic policies of UH Hilo, the University of Hawaii System and federal law into STAR Degree Audits and Reports.

12. *Provide overall leadership and functioning of STAR, on the Hilo campus, by effectively corresponding in writing and orally with all academic disciplines campus-wide and external constituencies to ensure compliance with policy.

13. Provide functional assistance, evaluation and troubleshooting with timely notification and access of changes in STAR Degree Audit, Academic Logic DB reports and other STAR products to appropriate individuals, end users, for the campus.

14. Maintain STAR Degree Audit system on a timely basis and perform specialized work in student records and registration related to STAR Degree Audit and Reports.

15. Create and maintain detailed documentation pertaining to development and maintenance of each curriculum’s STAR degree audit.

16. Conduct quality assurance testing for all modified STAR degree audits.

17. Anticipate and assess University academic advising needs and campus requests for modifications to STAR and present improvements/challenges to the STAR Development Team and the STAR Board as needed.

18. *Effectively represent UH Hilo and communicating UH Hilo needs and modification to STAR products on the UH system-wide STAR Advisory Board.

19. *Provide campus-wide training for degree programs/departments to increase efficient usage of all STAR tools by faculty advisors when evaluating student academic progress and determine departmental information.

20. Develop and maintain a means for the university community to easily track availability of STAR Degree Audit for each curriculum available for each academic and catalog year.

21. Identify changes to credit hours, grade type, cross-listing, renumbering and/or permanent course archiving that affects STAR audits, determine and implement those changes required for degree audits.

22. Identify changes to course content and/or repeat condition that may affect STAR audits, determine and implement those changes required for degree audits.

23. Extract data from files while researching course history for equivalencies: such as experimental or special topics using software systems such as the former IA files, current BANNER course data and section queries to incorporate historical equivalencies of course work to be built in degree audits.

24. Research recycled courses need to be updated in all STAR programs using the original course id by manipulating the start and end dates on course entries in degree audits.

25. Prepare, analyze, interpret and implement changes to STAR `degree rules logic’ as approved by the Curriculum Committee and the General Education Committee for approved programs.

26. *Monitor and control functional aspects of STAR with regards to curriculum and academic policy changes and coordinate with the academic units regarding STAR Degree Audit and Reports.

27. Independently implements a process of resolving any discrepancies in STAR in a timely manner.

28. Provide overall leadership and coordination for STAR Academic Planner in creating, analyzing, testing and updating planners for General Education and degree program requirements for the UH Hilo campus.

29. Prepares, analyzes, and creates documentation and specifications for upload into the STAR system for the Academic Planner for the UH Hilo campus.

30. Provide overall leadership and coordination for STAR academic logic DB to provide faculty/staff with access to reports, provide support, training and step-by-step instructions as needed.

31. Assess need, plan and conduct meaningful training on an on-going basis on STAR audits, reports and systems for UH-Hilo faculty, administrators, support staff and students.

32. Communicate and respond in writing and orally with faculty, other university units and external constituencies to ensure compliance with policy and notify appropriate individuals and office of changes in STAR.

33. Update office website and produce office publications and mass communication with students and faculty pertaining to STAR Degree Audit and Reports.

34. Communicates/collaborates with all academic program/departments campus-wide, who have obtained Curriculum Committee approval for new academic semester, to ensure the curriculum changes, both new and modified, have been implemented as approved and have been accurately updated in STAR.

35. Provide staff support by developing and conducting training for Vice Chancellor(s) and/or College Deans, when necessary, on various aspects or subject matter regarding STAR and new projects.

36. *Serve as primary campus support contact for all aspects of STAR System including consulting on design, providing support to faculty, staff, students, Departments, Dean(s) and Vice Chancellor(s) on problems/responding to STAR help desk calls &amp emails.

37. Direct, develop and evaluate the STAR `degree rules logic’.

38. Provide functional assistance and troubleshooting to callers on the STAR software.

39. Provides consulting services to departments and/or faculty regarding the application of STAR for Advisors.

40. Provide professional support and assistance in the preparation and execution of STAR programs in communication and discussion with Dean(s) and Vice Chancellor(s).

41. Troubleshoot, analyze and determine the solution and provide information/clarification to faculty/staff/students.

42. Plan, develop and conduct workshops that focus on advising usage of technology using STAR software tools.

43. Troubleshoot, perform corrective measures to resolve problems and reconcile UH Hilo STAR degree audits, catalog, and curriculum approved programs.

44. Creates documentation and multimedia presentations for training and evaluation documentation for analysis.

45. Plan, develop, coordinate and conduct relevant training sessions to advise Vice Chancellor(s), support college deans, departmental faculty/staff in the area of the STAR degree system audit and reporting programs for the UH Hilo campus.

46. Provide one-on-one training that is tailored to the specific needs of faculty/staff which may include advisory or reporting functions.

47. Coach, advise and teach faculty how to effectively use STAR for assisting students at various level of knowledge/skill (e.g. basic, intermediate/advance and Batch).

48. Plans, develops and conducts training, in discussion with college Deans, for effective training for all UH Hilo students’ attendees on navigating and using STAR for Students.

49. Create and assess plans to measure STAR objectives to ensure the effectiveness of services and activities offered.

50. Evaluate policies and procedures and suggest improvements to STAR Team and/or STAR Board.

51. Consults with stakeholders and users concerning additional functions and improvement, ensuring that their needs are best served, when building programs.

52. Advise, counsel, train, motivate and supervise student ambassador(s) to assist with testing developmental stages of STAR degree audits and assisting with training students on the UH Hilo campus.

53. Help front office staff during with Registrar Office duties as needed.

54. Other duties as assigned

Minimum Qualifications:

Knowledge, Skills and Abilities:

• Considerable working knowledge of principles, practices and techniques in the area of student information systems as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.
• Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with student information systems.
• 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.
• Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.
• Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
• Demonstrated ability to operate a personal computer, apply word processing software.
• If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.

Desirable Qualifications:

• Two years progressive responsibility in post-secondary academic advising, student records and registration.
• Previous experience working with student information systems (preferably SCT/Sungard Banner).
• Ability to recognize problems in the area of student information systems, identifying possible causes and determine plausible solutions to recommend for implementation.
• Demonstrated ability to develop and maintain effective working relationships with co-workers and fellow professionals to develop collaborations.
• Experience with Access software.
• Demonstrated ability to utilize time effectively and be able to make appropriate distinctions with regard to prioritizing projects.

To Apply:

Click on the “Apply” button on the top right corner of the screen to complete an application and attach each required documents. A complete application must include:

(1) cover letter explaining how each minimum and desirable qualification is met

(2) resume

(3) the names and addresses, email addresses and telephone numbers of three [3] current professional references

(4) transcript(s) showing degrees and course work appropriate to the position (copies are acceptable however, original official transcripts will be required prior to employment).

PLEASE REDACT REFERENCES TO SOCIAL SECURITY NUMBERS AND BIRTH DATE ON TRANSCRIPT COPIES. All requested documents/information become the property of the University. All minimum qualifications must be met by the closing date. Incomplete applications will not be considered. Failure to submit all required documents and reference information shall deem an application to be incomplete.

Note: If you have not applied for a position before using NeoGov, you will need to create an account.

Inquiries: Jeradline “Jeri” Ilar, jilar33@hawaii.edu

EEO/AA, Clery Act, ADA

The University of Hawaii 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.