Full Job Description Description Title:

Academic Support Specialist Position Number:

0097583

T Hiring Unit:

Institute for

Astronomy Location:

Manoa, Hawai'i Date Posted:

August 18, 2026

Closing Date:

September 2, 2026

Band :

A Salary :

salary schedules and placement information

Full Time/Part Time:

Full-time Month:

11-month

Temporary/Permanent:

Temporary Duties and Responsibilities Under the principal direction of the Graduate Chair and in coordination with the Faculty Chair and Undergraduate Chair, this position provides academic and administrative support to the Institute for Astronomy's academic programs, ensuring efficient operations of graduate and undergraduate student services, academic scheduling, and compliance with university policies. Assist with the graduate admissions process, maintaining tracking spreadsheets, and preparing summary data for committee review. Support graduate student advising processes by maintaining academic progress records and generating automated reminders for milestones such as annual committee meetings, registration, and degree requirements. Coordinate logistics for the annual prospective student (protograd) visit and new student orientation, including room scheduling, communications, and event preparation. Assist with student registration, overrides, and troubleshooting of registration-related issues in UH records systems. Support course scheduling in Coursedog, ensuring alignment of teaching assignments, TA placements, and curricular needs across semesters. Manage and update graduate and undergraduate program files and databases, maintaining accuracy, confidentiality, and accessibility. Assist with preparation and routing of official forms for student progress, thesis committee approvals, and graduate milestones. Collect and compile data for annual reports to Graduate Division and other university offices. In collaboration with IfA CSRS, assist chairs with coordinating updates to the Manoa Catalog and departmental websites for program content, degree requirements, and course listings. Assist in course evaluation management and retention of data for assessment and accreditation purposes. Facilitate communication with current and incoming students regarding program requirements, orientation, deadlines, and opportunities. Maintain the list of graduate faculty, coordinating periodic review and updates. Provide administrative support for faculty committees, including meeting coordination, materials distribution, and record keeping. Serve as liaison with Graduate Division, Registrar, and other UH offices regarding student and program administration. Assists with travel arrangements; prepares travel requests, travel completion reports, and other accompanying forms for assigned programs. Assist with special academic projects and events in support of student success, recruitment, and retention. Assist in preparing, formatting, and distributing correspondence, reports, and documentation for program activities. Other duties as assigned Denotes Essential Function Minimum Qualifications Possession of a baccalaureate degree in science, education, business administration, communications, or a related field and 1 year(s) of progressively responsible professional experience with responsibilities for science, education, academic or student services, program administration, business administration, and/or communications; 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 science, education, academic or student services program administration, business administration, and/or communications 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 science, education, academic or student services program administration, business administration, and/or communications. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of academic program support and records management. 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. Demonstrated excellent organizational skills. Demonstrated skill in time management & multi-tasking. Desire to work as a team to create a positive environment. Desirable Qualifications Familiarity with Astronomy. Working knowledge of issues relating to operation of an academic research unit, e.g. research and grants, academic curriculum, and/or student services. Functional knowledge of WordPress. Administrative experience in a research environment in scientific fields such as astronomy, physics, etc. Familiarity with the University's and RCUH administrative policies and procedures.

To Apply:

Applicant must submit the following:

1. Resume; 2. Cover letter indicating interest in the position and how the minimum and desirable qualifications of the position are met; 3. The names and contact information (telephone number and email addresses) of at least three professional references; and 4. Copies of educational transcripts with

CONFIDENTIAL DATA

(i.e. social security number, birthdate, etc.)

REDACTED.

If requested transcripts are unobtainable by closing date, please indicate so where transcripts are required as an attachment. You will have a grace period of 7 days from the closing date (09/02/2026) to email copies of your transcripts to . Official transcripts will be required if selected to fill the position.

INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED.

Note:

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

Inquiries :

Llewelyn Yee, 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. 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