Student Services Specialist #96768

Description

Title: Student Services Specialist
Position Number: 96768
Hiring Unit: Student Services, Admissions and Records
Location: Honolulu Community College
Date Posted: March 24, 2026
Closing Date: April 9, 2026
Band: A
Salary: Salary Schedules and Placement Information

Full Time/Part Time: Full-time
Permanent/Temporary: Permanent

Monthly Type: 11-month
Funding: General

Other Conditions: General funds to begin approximately April 2026, pending position clearance, availability of funds, satisfactory performance and program needs.

Duties and Responsibilities (* Denotes Essential Functions)

1. * Serve as the Veteran Affairs (VA) school certifying official and compliance coordinator for Honolulu Community College (HonCC). Oversee all aspects of administering the VA and military benefits program on the campus. Stays abreast of the changes in requirements, laws and policies pertaining to these programs. Assists in ensuring that the College’s practices comply with all program requirements, and that all necessary records are kept and maintained.
2. Establish excellent working relationships with VA Students, the State Approving Agency, Education Liaison Representative, HonCC Academic Counselors, Staff and most importantly, the VA students.
3. Work with and notify the State of Hawaii Approving Agency and the US Department of Veteran Affairs of any substantive program or college policy changes that could affect VA or military benefited students. Responds to all university catalog submission issues from the State Approving Agency or Veterans Affairs Administration.
4. Work closely with HonCC faculty, staff, students, and community organizations to foster relationships and networks with individuals and organizations in an effort to secure resources and funding in support of student veterans, service members, dependents, and survivors.
5. Coordinate audit visits with appropriate federal and state auditors to ensure compliance with state and federal laws.
6. Oversee and ensure that VA Certification and reports are processed accurately to the Department of VA using Enrollment Manager system. Receive all information and documents from students that need to be submitted to the VA. Processes all VA certifications for students who are using VA benefits. Track and monitor student records to ensure that they meet all requirements to 1) establish eligibility; and 2) remain eligible to receive VA benefits and/or military assistance. Ensure that students are in an eligible program of study, are in eligible classes, and that all other eligibility requirements are met. Work with students to troubleshoot any issues regarding their benefits as needed. Resolves operational and administrative matters related to VA Education Benefits Program in accordance with VA and school policies, procedures and directives. Authorizes payments to veterans, eligible dependents, survivors and reservists under Federal rules, regulations, and guidelines. Submit VA Certification, Adjustment, Amendment and Termination for both home campus and secondary campus. Verify and compute the exact tuition and fee charges for each course (remedial and special/summer/health courses have different costs) and Yellow Ribbon. Interfaces with students, campus staff, and the Veterans Administration to resolve problems relating to overpayment, underpayment, and nonpayment of benefits. Verify the last date of attendance (LDA) for all adjustment, amendment, and Termination. Report mitigating circumstances (if applicable). Responsible for Data Reports (individually, weekly, monthly, end of term and yearly report). Submit timely reports to the VA
7. Provide administrative support, technical advice, interpretations and/or make effective recommendations regarding applicable VA policies, procedures and other administrative requirements to administrators, faculty, and staff.
8. Request information from students like transcripts from previous colleges, military training records, and change of training program forms. Report all prior credits (college/university and military transcripts). Verify the start date and end date of each course. Verify the type of the course (classroom, online/distance learning or remedial).
9. Ensure that case management VA Certification for Vocational Rehabilitation students (Chapter 31) are processed and reported to Honolulu Regional Office.
10. Keep abreast of all federal, state and University policies and laws related to VA, military benefits, administrative procedures, FERPA, etc. Ensure this information is kept current and is disseminated to students via the College’s website, direct communication to students and other appropriate channels. Keep up-to-date on state regulations and state education benefits of veterans and eligible persons. Participates in state and regional VA conferences. Maintains a thorough knowledge of and communicates current state and federal VA regulations and changes to students and appropriate staff members concerning eligibility, academic progress and award amounts.
11. Implement, assess, and make improvements as needed to enhance efficiencies and effectiveness of existing methods and systems of communication.
12. Update website, data reporting, forms, procedures, and management relating to the program using software such as MS Office Suite, Database applications, and spreadsheets.
13. Respond to inquiries and make independent professional judgments to resolve any discrepancies regarding benefits, e.g., education rates, benefit payments, etc. in accordance with Federal policies and procedures, rules and regulations.
14. Manage the maintenance of Veterans Affairs students’ files. Disposes, archives and/or transfers of records in accordance with established rules and regulations in accordance with standards set by AACRAO and the Department of VA. Ensure that records are kept in a safe place and that the privacy of VA students is protected.
15. Work with the Registrar to identify trends, perform needs analysis and develop reports needed to ensure smooth operation of the VA educational benefits unit. Develop, implement and/or improve internal processes that will facilitate program efficiency and/or efficacy.
16. Assist in the management of all Military Tuition Assistance programs. Maintain and update military service branch TA website account, report enrollment and grades for students who are using military TA, ensure tuition and other information required by the DoD MOU are kept current and/or reported appropriately, and assist in the regular renewal of the DOD MOU.
17. Maintain budgetary details and provide fiscal support. Prepares requisitions for supplies and equipment. Order supplies by referring to bid lists or vendor brochures. Prepares requisitions for supplies and equipment. Orders supply by referring to bid lists or vendor brochures. Prepares requests for oral and written quotation; prepares requests for formal bids as required. Determine that orders/services are properly received, cleared and processed for payment. Maintain Student Services copy and fax machines (monthly payments, order supplies, meter reading, purchase a new lease when required, etc.)
18. Screens all incoming telephone calls and visitors to identify the name of the caller and nature of the call; assist callers/visitors by furnishing information requested or tactfully making referrals as appropriate and/or arrange for an appointment with the Dean of Student Services.
19. Receives, opens, and reviews all incoming correspondence, reports, memoranda, and other materials and determines proper routing. Collect and attach background material to aid in handling correspondence. Establishes deadlines for action items and maintains control of records. Initiates follow up as required to meet established deadlines. Provides copy of materials to staff members. Screens incoming materials to determine the need to route the material to the proper person. Maintains a log of incoming applications in a software program.
20. Prepares correspondence, memoranda, reports, budgets, and other materials that are usually given in draft form. Independently composes and prepares letters/memos in response to information supplied. Use specific references or resources in order to obtain information for completing special reports that may require complication of facts and statistics. Reviews all outgoing correspondence, reports, and other materials for proper form, grammar and completeness, and review of conformance with College and University policy, e.g., in-service memoranda, vocational funds reports, and other federal grants, and state grants.
21. Manages travel for Student Services staff. Prepare travel requests and transmittal memos; process air/ground transportation; confirm hotel reservations and registrations fees; calculate per diem for travel advances and excess lodging requirements. Process out-service training request forms if applicable. Process travel completion documents on a timely basis. Prepare other documents such as mileage, petty cash, and reimbursement vouchers. Monitor completion of travel and ensure that all documents are submitted by traveler upon completion.
22. Ensure that official social obligations are met, such as arranging luncheons, issuing invitations or notices.
23. Establish and maintain the central files of the Student Services office. Destroy obsolete materials in accordance with the College procedures or the use of judgment.
24. Retrieve specific files, documents, or information from records upon request of authorized person.
25. For the Student Services division, input schedule of courses taught by Student Services personnel each semester, run off schedule drafts, make changes, deletions, and additions as required, and prepare appropriate personnel forms arising from the schedule.
26. Learn and apply appropriate software including advanced word processing, scheduling and specialized UH/Community Colleges software, etc.
27. Keep abreast of school’s academic programs: What are the currently offered programs, what programs have been recently discontinued or are planned to be discontinued, and what new programs are planned. Assists the Student Services division with enrollment and retention activities, events, and document processing. This may include admissions and records duties as assigned. Assist students with applying and enrolling at Honolulu Community College. Participate in events that promote Honolulu Community College. Maintains knowledge of the office procedures, policies and general information about HonCC and its programs by referencing the College catalog, reading memos, attending staff meetings, etc. Uses knowledge of the functions of the other units of the College for accurate referrals
28. Duties may include evening, weekend, and off-campus assignments.
29. Assist with other duties as assigned.

Minimum Qualifications

1. Possession of a baccalaureate degree in education, business, counseling, psychology, liberal arts, Hawaiian studies, or related field and 1 year(s) of progressively responsible professional experience with responsibilities for ensuring compliance with education benefit regulations and policies; or equivalent education/training or experience.
2. Considerable working knowledge of principles, practices and techniques in student services as demonstrated by knowledge, understanding and ability to apply concepts, terminology.
3. Considerable working knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with the registrar's office or student services.
4. Demonstrated ability to recognize problems, identify possible causes, and resolve the full range problems that may commonly occur in student services.
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.
8. For supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
9. Any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills, and abilities as indicated.
10. Ability to perform work requiring strong analytical and problem-solving skills with strong attention to detail and follow-up.
11. Excellent customer service, including experience working with students, faculty, and staff.
12. Working knowledge of academic policies and procedures, and federal privacy regulations, such as FERPA.
13. Demonstrates innovation and creativity.
14. Ability to adapt to an ever-changing environment and technology.
15. Adaptable team player, capable of handling multiple tasks at once.
16. Ability to report to multiple off-campus sites to conduct meetings, presentations, and visitations, etc.
17. Ability to work nights and weekends.

Desirable Qualifications

1. Experience working in a Records Office or higher education environment in enrollment management, and/or registrar's, admissions, or financial aid office.
2. Working knowledge of student information systems such as Ellucian Banner.
3. Familiarity with VAOnce/Enrollment Manager.

1. Previous experience as a VA School Certifying Official, with administering VA/military benefits programs and/or with administering federal programs.
2. Adept at utilizing Microsoft Office, databases, web-based platforms and other technologies.
3. Considerable knowledge and experience in community college settings.
4. Strong desire to foster student growth, success, and retention in a diverse campus community.
5. Eagerness to develop new skills and expand knowledge and can articulate a proactive approach to learning and skill acquisition.
6. Resourceful and responsive to changing priorities and demonstrates a strong work ethic.
7. Maintains a positive, solution-focused approach to challenges.

To Apply

Click on the "Apply" button on the top right corner of the screen to complete an application and attach required documents (please redact SSN and birthdate on all uploaded documents).

Required Documents include:

1. Graduate and undergraduate transcript(s) showing degree and coursework to date appropriate to the position; an unofficial copy of the transcript (e.g. copy) must be submitted with the application, and original official transcript(s) will be required at the time of hire. Copies of transcripts must be attached to your application as evidence of the required degree (or coursework); if transcript(s) are not provided, the candidate's degree(s) or coursework will not be considered. Transcripts issued outside the USA require a course-by-course analysis with an equivalency statement from an agency having membership with the National Association of Credential Evaluation Services, Inc., verifying the degree equivalency to that of an accredited institution within the USA; expense of the evaluation shall be borne by the applicant. Please redact confidential information such as social security number, birth date, etc.
2. Cover letter explaining how you meet the minimum and desirable qualifications of the position.
3. Resume.
4. Names and contact information (including e-mail address) of at least 3 professional references.

Letters of recommendation are optional. Separate documents and application materials must be submitted for each position. All documents/information submitted become the property of Honolulu Community College and will not be returned. Late or incomplete applications will not be considered. The application will be considered incomplete if materials are unreadable. Applications lacking copies of official transcripts will be reviewed based on work experience equivalency to meet MQs. Minimum qualifications must be met by the closing date.

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

Inquiries
Honolulu Community College
Human Resources Office
honcchr@hawaii.edu
808-845-9144

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/