Instructional and Student Support Specialist, position 0080758T

Description

Position Title: Instructional and Student Support Specialist

Position Number: 0080758T

Hiring Unit: Outreach College, International Programs

Location: University of Hawaii, Manoa Campus

Date Posted: 4/1/2026

Closing Date: 4/15/2026

Pay Band: A

Salary: salary schedules and placement information

Full/Part Time: Full Time

Month: 11 month

Reg/Temp: Temporary

Other Conditions: Annual renewal contingent upon availability of funds, program needs, and satisfactory performance.

Duties and Responsibilities (* denotes essential functions):

1. *Procure classrooms and prepare and coordinate classroom and event schedules for international and special programs.
2. *Prepare and process documents for guest speakers, lecturers, and instructional personnel.
3. *Manage personnel action forms and related documentation, including Form 6, casual appointments, overloads, honoraria, and WH-1 forms.
4. *Provide administrative support by managing immediate and ongoing program logistics and by following up on requisitions and paperwork in accordance with University of Hawai'i procurement regulations.
5. *Serve as a primary administrative point of contact for current and prospective international recruiting agents and partner organizations, supporting communications and coordination under the guidance of program leadership and in accordance with established policies.
6. *Coordinate the recruiting agent application process, including receiving applications, tracking required documentation, assisting with agreement preparation, and maintaining records in accordance with established university and unit policies.
7. *Maintain, update, and manage an international recruiting agent database to ensure accuracy of contact information, agreement status, and program eligibility.
8. *Support agent orientation and information dissemination in accordance with established program guidelines, including distribution of program updates, policies, and procedural information.
9. *Coordinate and process agent commission payments, including tracking enrollments, verifying eligibility based on established agreements and policies, and preparing documentation for review and approval by designated fiscal authorities.
10. *Coordinate with student services and academic program staff within the unit to support students referred by approved agents, ensuring effective communication regarding admissions, enrollment status, and program participation.
11. Provide administrative support for faculty and instructional staff, including preparation of documents necessary to obtain faculty identification cards and parking permits.
12. Coordinate logistics and administrative support for special events related to international and Outreach College programs, including orientations, workshops, ceremonies, and information sessions.
13. Draft, edit, and format program handouts, flyers, seminar materials, graduation programs, and other program-related documents.
14. Order, organize, and catalog books, media, and instructional resources for faculty use.
15. Perform other duties as assigned.

Minimum Qualifications

1. Possession of a baccalaureate degree in Business Administration, Education, International Studies, or a related field and one (1) year of progressively responsible professional experience in business administration, program management, or student/program support; or an 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 fiscal, administrative, and technical support 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 procurement, contracts, and fiscal administration.
4. Demonstrated ability to recognize problems, identify possible causes, and resolve the full range of problems that may commonly occur in the area of routine operational issues in an educational program setting.
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.

Supplemental Minimum Qualifications

1. Demonstrated ability to coordinate logistics, maintain accurate records, and manage multiple tasks with attention to detail.

Desirable Qualifications

1. Familiarity with University of Hawai'i personnel, fiscal, and procurement procedures.
2. Experience supporting international programs, student services, or partner-based recruitment coordination.
3. Experience working with databases, spreadsheets, or record-tracking systems.
4. Knowledge of a foreign language (e.g., Japanese or Korean) and/or experience working with international partners.
   To Apply: Click on the “Apply” button on the top right corner of the screen to complete an application and attach required documents to the online application.
   1. Cover letter indicating how you satisfy the minimum and desirable qualifications;
   2. Current resume;
   3. Names and contact information (including email addresses) of 3 professional references; and
   4. Copy of official undergraduate and/or graduate (as applicable) transcripts indicating degree conferred date with confidential information (i.e. social security number, date of birth) redacted. Original official transcripts are required upon hire.
   
   Degree must be earned from an accredited college and/or university.
   For degrees earned from an institution outside the U.S., you must provide a course-by-course analysis and equivalency statement from an agency having membership with the National Association of Credential Evaluation Services, Inc. at your own expense upon hire.
   Only the most recent application will be reviewed. All items become the property of the University of Hawaii and will not be returned.
   
   Late, incomplete, or unreadable application materials will not be considered.
   
   NOTE: If you have not applied for a position before using NEOGOV, you will need to create an account. The maximum file size to upload/attach is 10 MB. If the attachment is larger than 10 MB, please split the file and upload it as a supplemental attachment.

EEO, Clery Act, ADA

The University of Hawai'i is an Equal Opportunity Institution and is committed to a policy of nondiscrimination in employment, including on the basis of veteran and disability status. For more information, visit: https://www.hawaii.edu/offices/eeo/policies/

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/