Academic Support Specialist

University-of-Hawaii-System; Honolulu (HI); On-site; USD 50,000 - 75,000; Full time

Job summary

University of Hawai'i System seeks an Academic Support Specialist to oversee the Doctorate in Professional Educational Practice (EdD) program within the College of Education, Educational Administration. You will coordinate budgets, procurement, events, and master schedule with IT support for online access.

The role requires strong organizational, communication, and relationship-building skills to support admissions, contracts, and outreach activities across stakeholders.

Qualifications

• Bachelor's degree in business administration, education, social sciences, or related field and 2 year(s) of progressively responsible professional experience in managing programs in higher education and/or student services.
• Functional knowledge of principles, practices and techniques in managing programs in higher education and/or student services.
• Functional knowledge of principles, theories, federal and state laws, rules, regulations and systems associated with managing programs in higher education and/or student services.
• Ability to recognize problems, identify causes and resolve issues in academic programs.
• Ability to communicate effectively in writing and orally in various situations.
• Ability to establish and maintain effective working relationships with internal and external organizations and individuals.
• Ability to operate a personal computer and apply word processing software.
• Ability to lead and sustain an EdD network and collaborate with stakeholders.
• Experience using innovative technologies to enhance program operations.

Responsibilities

• Under the guidance of the program director, responsible for the operations of the Doctorate in Professional Educational Practice (EdD) program.
• Assists with executing and monitoring program budgets and expenses as well as fiscal and procurement operations.
• Plans and coordinates program events/gatherings (e.g., admissions, graduation, conferences, workshops).
• Assists with scheduling courses and uploading to the master schedule.
• Assists with active recruitments and hires.
• Coordinates and executes program contracts and agreements.
• Searches for grant/foundation/extramural funding and supports grant proposals.
• Maintains positive communications with the program's stakeholder network.
• Maintains program swag and makana; advertises EdD events.
• Works collaboratively and communicates regularly with the EdD program and others.
• Addresses concerns related to the EdD and contributes to program efficiency.
• Attends trainings to enhance operations.
• Utilizes innovative tools to enhance program operations.
• Other duties as assigned.

Skills

Budget management

Event planning

Grant writing

Communication

Procurement

Scheduling

Office software

Education

Bachelor's degree in business administration/education/social sciences or related field

Tools

Office suite

OWLS

Job description

Description

Title: Academic Support Specialist

Position Number: 0078624T

Hiring Unit: College of Education, Educational Administration

Other Conditions: Special funds. Appointment to begin October 2026 or soon thereafter. Renewal contingent upon satisfactory performance, department needs, and availability of funds.

Duties and Responsibilities

• *Under the guidance of the program director, responsible for the operations of the Doctorate in Professional Educational Practice (EdD) program.
• *Assists with executing and monitoring program budgets and expenses as well as fiscal and procurement operations; including but not limited to program-related travel (e.g., stipends, arrangements, receipts/repayments), coordinates and monitors program inventories; others.
• *Plans and coordinates program events/gatherings (e.g., admissions, graduation, conferences, workshops, social gatherings) by securing rooms/facilities for program courses/events, working with IT to ensure on-line access to program courses and events, coordinates and executes meal orders for events, etc.
• *Understands and facilitates scheduling of courses by assisting the program director, EDEA Department Chair, and Outreach College to ensure all courses are appropriately uploaded to the master schedule.
• Assists with active recruitments and hires.
• *Coordinates and executes program contracts and agreements.
• Actively searches for appropriate grant/foundation/extramural funding.
• Supports the writing of grant proposals and executes grant implementation, evaluation, and deliverables in adherence with appropriate regulations.
• *Facilitates and monitors positive communications with the program's stakeholder network-consultancy project clients, advisors, and community mentors, dissertation chairs and committee members, program sponsors, and others.
• Maintains adequate levels of program swag and makana.
• Works with others to effectively advertise EdD events.
• Works collaboratively within the program and with others beyond the EdD and communicates regularly, appropriately, and in a timely manner.
• *Professionally addresses concerns and issues related to the EdD.
• Contributes in positive and meaningful ways to the effectiveness and efficiency of the EdD program.
• Attends trainings, workshops, and conferences as needed/required to enhance optimal program operations.
• Utilize innovative technological, evaluative, fiscal, or other tools to enhance program operations.
• Other duties as assigned.

*Denotes Essential Functions

Minimum Qualifications

• Possession of a baccalaureate degree in business administration, education, social sciences, or related field and 2 year(s) of progressively responsible professional experience with responsibilities in managing programs in higher education and/or student services; 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 managing programs in higher education and/or student services 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 managing programs in higher education and/or student services.
• Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in academic programs in higher education.
• 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.
• Capability to establish, lead, and maintain effective working relationships with internal and external organizations, groups, stakeholders, and individuals to build and sustain an active, thriving EdD Network.
• Demonstrated ability to develop and/or utilize innovative practices—technological, evaluative, fiscal, others—to enhance program operations.
• Verified capacity to optimally manage multiple tasks, personnel, stakeholders, and other programmatic activities.
• Functional experience in managing and executing fiscal, procurement, and travel operations in accordance with established guidelines and policies.
• Operational understanding of facilities, event planning and execution, academic course scheduling, and program marketing and promotion.
• Working knowledge of how to create, generate appropriate forms, track progress of, and complete execution of contracts, grants, and personnel matters.
• Demonstrated ability to identify operational issues/problems and root causes, collaboratively create an action plan to resolve the problem, implement, monitor, and adjust if needed the plan of action, and assess the resolution to the problem.
• Experience utilizing innovative technologies (e.g., computers and programs, OWLS and other visual/auditory tech to improve program operations).

Desirable Qualifications

• At least two years of supervisory experience.
• Extensive knowledge of community, secondary, and post-secondary educational systems and operations.
• Experience in providing direct programmatic services to communities throughout the State of Hawai'i.
• Working familiarity with Native Hawaiian communities, agencies, and organizations.
• Functional experience in managing and executing fiscal, procurement, and travel operations in accordance with UH and College of Education guidelines.

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/