Student Services Specialist (Admissions Counselor)

Posting number: 2026-02026

Department: University of Hawai'i at Hilo

Division: Student Affairs - Admissions

Job classification: STUDENT SUPPORT

Posting type: Open

Categories: Student Services

Summary

Title: Student Services Specialist (Admissions Counselor)
Position Number: 0081113
Hiring Unit: Student Affairs, Admissions Office
Location: UH at Hilo
Date Posted: September 22, 2026
Closing Date: October 7, 2026
Band: B
Salary : salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Permanent

Position Overview

The University of Hawai'i at Hilo (UH Hilo) is a public liberal arts and sciences university on the Island of Hawai'i, recognized for its integration of cultural immersion and place-based research that leverages the island's extraordinary geological, biological, and cultural diversity. A comprehensive, regional campus within the ten-campus University of Hawai’i System, UH Hilo offers high-quality undergraduate and select postgraduate education, with distinctive strengths in areas such as marine science, geology, astronomy, and Hawaiian language revitalization, while advancing research, scholarship, and creative activity that support community needs, environmental stewardship, Indigenous knowledge systems, and workforce development for the State of Hawai'i.

The UH Hilo Division of Student Affairs serves as the primary resource for student support, engagement, and development outside of the classroom. This division provides essential programs and services that foster student success, personal growth, and a vibrant campus life. Student Affairs is responsible for critical functions such as advising and counseling services, housing and residential life, student activities and organizations, wellness and health services, career development, and promoting an inclusive and supportive campus environment.

The UH Hilo Admissions team serves as a primary point of connection between prospective students, their families, and the University of Hawai'i at Hilo. The team leads recruitment and admissions efforts that support enrollment goals while providing prospective students with accurate, timely, and personalized information about academic programs, student resources, and the UH Hilo experience. Through outreach, recruitment, application processing, admissions counseling, and enrollment support, Admissions helps students navigate the transition to higher education and connect with the university's academic and student support resources. The team is committed to equitable access, culturally responsive engagement, and fostering a welcoming experience that reflects UH Hilo's unique identity, mission, and commitment to student success.

The Admissions Counselor serves as a specialized member of the UH Hilo Admissions team with primary responsibility for supporting the integrity, efficiency, and effectiveness of undergraduate admissions operations through application processing, admissions systems administration, data management, and process improvement. The position utilizes and supports the Admissions Customer Relationship Management (CRM) and Student Information System (SIS) to evaluate applications, process admissions decisions, maintain accurate and timely applicant data, and support the movement of prospective students through the admissions and enrollment process. The position serves as a subject matter expert and technical resource for admissions systems, data, workflows, and processes, while also providing support to prospective students and applicants as needed in support of the Admissions Office and UH Hilo's student enrollment goals.

Duties and Responsibilities (* denotes essential functions):

1. *Utilize the institution's customer relationship management (CRM) and student information system (SIS) to evaluate undergraduate applications for admission and ensure timely admission decisions, including calculating grade point averages, determining class standing, reviewing residency, and evaluating standardized test scores to determine admissibility.
2. *Maintain expertise in and apply a comprehensive working knowledge of current student admission requirements, admissions technology, and the evaluation of academic credentials, including global education systems and standards, to support accurate, consistent, and timely application processing and admissions decisions.
3. *Provide and maintain data and reports, using them to evaluate admissions application strategies and activities. Recommend technology adjustments to improve outcomes and meet established goals.
4. *Serve as a team subject matter expert and technical resource for the migration of data from internal and third-party sources into the CRM, SIS, and shared repositories such as transcripts and test scores.
5. *Communicate and work with others to determine data needs; analyze and define query requirements; execute queries according to specifications for ad-hoc requests.
6. *Provide support for Admissions CRM and SIS queries and mass data updates, including working with third parties where appropriate to set up, test, and maintain data sets and data file standards; research and assess issues, identifying root cause(s), and resolving technical problems.
7. *Responsible for the consultation, documentation, and training of workflows, standard operating procedures, and utilization standards for Admissions technology. Maintain a document repository for staff and student employee use.
8. *Assess and evaluate the capabilities and limitations of the CRM and SIS, providing recommendations on structure and new features, views, workflows, queries, and reports.
9. Assist prospective students and advise applicants throughout the admission process and provide high-quality services to students and staff such as answering student calls and responding to student inquiries in a timely manner to move students through the funnel.
10. Contribute to Admissions Office recruitment and enrollment initiatives by providing input and feedback on recruitment and communication strategies, enrollment goals, and related activities; foster relationships and collaboration in a complex team environment; and demonstrate a commitment to diversity and inclusion by promoting multicultural awareness and a welcoming environment for prospective students, applicants, colleagues, and the campus community.
11. Assist with user acceptance and quality assurance testing to ensure program, bug fixes, and feature releases satisfy Admissions team needs.
12. Perform other related duties as assigned by immediate supervisor.
    Minimum Qualifications:
13. Possession of a baccalaureate degree in any field or related field and 3 year(s) of progressively responsible professional experience with responsibilities for admission decisions; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
14. Considerable working knowledge of principles, practices, and techniques in the area of higher education enrollment services as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles, and methodologies.
15. Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations, theories, and systems associated with higher education.
16. Demonstrated ability to resolve wide-ranging complex and intricate problems through the use of creative reasoning and logic to accurately determine the root cause of problems and implement solutions in an effective, innovative, and timely manner.
17. Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.
18. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
19. Demonstrated ability to operate a personal computer and apply word processing software.
20. If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.

Supplemental Minimum Qualifications:

1. Demonstrated ability to conduct thorough testing and recognize problems, identify possible causes, and resolve routine problems.
2. Demonstrated ability to utilize software applications such as spreadsheets, databases, Student Information System (SIS), and Customer Relationship Management (CRM) technology.
3. Demonstrated ability to work under minimum supervision.
   Desirable Qualifications
4. Professional experience in educational technology setting.
5. Knowledge of capabilities, uses, limitations, and specifications of Admissions technology, including Salesforce CRM and Banner SIS.
6. Considerable knowledge of Admissions terminology, accepted practices, and formal procedures.
7. Considerable knowledge of data processing practices in a variety of situations and processes.
8. Professional experience demonstrating ability to learn and apply new technologies independently and in a timely manner using available resources.
9. Professional experience demonstrating effective time management and organizational skills, and successfully managing multiple projects and priorities.
10. Considerable knowledge of the University of Hawai'i and/or University of Hawai'i System programs, policies, operating procedures, and goals.
11. Demonstrated ability to communicate and work effectively with the public, including a diverse population of prospective students, community members, education providers, and other stakeholders.

To Apply: Click on the “Apply” button on the top right corner of the screen to complete an application and attach each required document. A complete application must include:

     1. Cover letter explaining how each minimum and desirable qualification is met  
     2. Current resume   
     3. The names and addresses, email addresses and telephone numbers of three [3] current  
         professional references  
     4. Transcript(s) showing degrees and course work appropriate to the position (copies are acceptable; however, original official transcripts will be required prior to employment.  

Please do not include any self-identifying photos. Please redact references to Social Security number and birth date on transcript copies. Copy of diplomas will NOT be accepted. Documents issued from an institution outside the United States of America 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. All requested documents/information become the property of the University. All minimum qualifications must be met by the closing date. Incomplete applications will not be considered. Failure to submit all required documents and reference information shall deem an application to be incomplete.

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

Inquiries: Kati McGinnis, kfmcginn@hawaii.edu

Examples of duties

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/

Equal Opportunity Employer / Veterans / Disabled