Job Description
JOB Title: Student Services SpecialistPosition Number: 0081537Hiring Unit: OFFICE OF THE PROVOST, OFC OF VP FOR ACAD EXCELLENCE, GRAD DIV - OFFICE OF THE DEANLocation: UH at ManoaDate Posted: May 7, 2026Closing Date: May 22, 2026Band: BSalary : salary schedules and placement informationFull Time/Part Time: Full-timeMonth: 11-monthTemporary/Permanent: PermanentDuties and Responsibilities 1.*Serves as university graduate admissions and records specialist.Implements policies and procedures for placement of domestic and foreign applicants for graduate study.2.*Monitors student academic journey from admission to graduation by monitoring, tracking and maintaining student records; certifies departmental and graduate division requirements are met for graduation.3.*Evaluates and determines credential equivalencies, admissibility and appropriate placement of domestic and foreign applicants into advanced degree programs.4.Documents and Evaluates academic records, professional training, standardized tests and supporting documents.5.*Ensures graduate student records are in compliance with the federal Family Educational Rights and Privacy Act (FERPA) and Health Insurance Portability and Accountability Act (HIPPA).6.*Advises on the admission review committee for inadmissible applicants in special circumstances.7.*Advises domestic and international prospective students and applicants on admissions requirements related to University, state, federal and international policies.8.*Conducts global research on foreign educational systems and post-secondary institutions and keeps abreast of changing domestic and foreign admissions practices and policies. Recommends changes in Graduate Division admissions policy as research warrants.9.*Serves as resource person to and advises all graduate and professional schools on admission policies and application procedures, monitors admissions standards of files submitted by graduate and professional schools.10.*Determines financial responsibility of foreign applicants as required by U.S. Immigration and Naturalization regulations; homeland security evaluates foreign bank statements and various types of affidavits of support.11.*Disseminates foreign and domestic post-secondary institution information to designated offices and personnel.12.*Collaborates with graduate chairs, faculty and department staff to ensure that historical and prospective information on program requirements are accurately maintained and updated.13.Direct daily operation of clerical staff and student help to include coordination of workload and leaves.14.*Determines residency status of domestic and international graduate applicants and/or dependents. Determines applicant's eligibility for special tuition categories (i.e. APDTE, statutory exemptions).15.Recommends changes to graduate programs in regards to the implementation of policies as to minimize unnecessary or excessive effort on the part of graduate students or graduate faculty to optimize efficiency of graduate student admissions and records processing.16.*Assists and advises students and programs on matters pertaining to graduate division and University policies and procedures, registration, progress forms and foreign language requirements.17.*Maintains, monitors and announces oral defenses for thesis and dissertation students; Determines the graduate faculty selection for eligibility to serve as committee members on dissertations.18.*Maintains departmental, graduate division, WASC requirements for graduation including the tracking of core courses being met for graduation, transfer of courses, elective and waived courses etc.19.*Advises, monitors and maintains graduate student's time to degree.20.Plans the coordination of the reference library on domestic and foreign educational systems; recommends additions to reference collection.21.*Develops, maintains, and trains graduate departments, faculty and staff in the use of the SCT Banner Student information System for graduate student admissions and records, STAR, and Kuali CMS.22.*Conducts the maintenance of procedures in cooperation with BANNER central for the application of the Banner system for graduate student admissions and records.23.*Responsible for the STAR on-line degree audit system for graduate programs including the data entering, monitoring and maintenance of degree requirements for graduation for all graduate degrees.24.Prepares and develops internal/external reports for the monitoring of graduate student admissions and records. Graduate departments, colleges, and Institutional Research Analysis and Planning Office (IRAPO).25.*Oversees the issuance of visa eligibility forms of foreign admittees and serves as designated school official (DSO) to sign visa eligibility forms.26.*Prepares and issues Certificate of Eligibility for Non-Immigrant visa (F-1) Student Status form (1-20) for new eligible students/ dependents.27.*Oversees of electronic transmission of theses and dissertati