Job Description

Posting number: 2026-02062

Department: University of Hawai'i at Manoa - John A. Burns School of Medicine

Division: Medical Technology

Job classification: ACADEMIC SUPPORT

Posting type: Open

Categories: Administrative Assistant, Higher Education, Office and Administrative Support

Summary

Title: Program Specialist

Position Number: 0097738T

Hiring Unit: C OF HLTH SCI & SW, SCH OF MED, MEDICAL TECHNOLOGY

Location: UH at Manoa

Date Posted: September 29, 2026

Closing Date: October 13, 2026 at 11:59 PM HST

Band: A

Salary: salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Temporary

Other Conditions: Temporary, full-time, subject to position clearance and availability of funds. Position is annually renewable depending on performance and/or funding availability.

Duties and Responsibilities

1. *Assists in performing a full range of administrative, fiscal and personnel duties to support the daily operations of the Department of Medical Technology.
2. Serves as primary liaison between Department, John A. Burns School of Medicine (JABSOM) Administration/Dean's Office, affiliated institutions and agencies, and works collaboratively to achieve solutions.
3. * Creates a range of written communications including writing articles for both outside and university publications and drafting letters and emails for both internal and external recipients.
4. * Develops and participates in student recruitment efforts.
5. * Coordinates marketing strategies and efforts to raise awareness of the Medical Technology Program which includes but not limited to creating social media posts; planning and hosting promotional and recruitment events; and creating written promotional materials.
6. * Assists in the coordination of the new online Medical Technology Program. Works with Outreach College on promotional and recruitment efforts, as well as creating content for the online program website.
7. * Assists in website development for the Medical Technology Department.
8. Assists the Program Director with all personnel administration and employment actions for the department such as recruitment, faculty development, reappointment & other employment actions as appropriate.
9. *Assists the Program Director with administrative planning, fiscal operations and departmental budget.
10. Monitors complex faculty full-time equivalent (FTE), funding and account not-to-exceed (NTE) dates. Prepares required documents to process appropriate FTE, funding and account NTE changes and extensions in a timely manner.
11. Processes departmental personnel administration and employment actions for the Department which includes but not limited to recruitment, faculty development, reappointment, and leave requests.
12. Provides new employee orientation and assists with on-boarding documents for submittal to the JABSOM Human Resources Office.
13. Reviews and initiates travel requests and completion reports for cost and no-cost travel for UH, Research Corporation of the University of Hawaii (RCUH) and UH Foundation accounts.
14. Reviews, processes, and approves requisitions, purchase orders, payments, and P-card transactions for UH and RCUH up to $2,500.
15. Ensures professional analyses, interpretations & applications of UH policies & procedures are applied throughout the department.
16. Assists in developing and updating department policies and procedures.
17. Assists in the monitoring and reviewing of the annual faculty reports and evaluations.
18. Reviews annual Conflict of Interest and Commitment forms of all faculty and staff for completeness and accuracy prior to submittal to the Dean via the JABSOM Human Resources Office.
19. Assists in the departmental process for non-compensated faculty including, annual reappointments, processing of new appointments, promotions and terminations.
20. Audits all personnel actions to insure accurate, appropriate and completion in a timely manner to meet required payroll and processing deadlines.
21. Assists in the preparation of immigration petitions for prospective international faculty and staff.
22. *Provides administrative support to faculty and staff. Supervises and trains clerical and student assistant staff.
23. *Anticipates, recognizes & resolves problems relating to the coordination of key management, operational, planning forums/meetings for the Department.
24. *Coordinates space allocations and procures electrical and other repairs and equipment.
25. *Assists the Program Director with student support which includes, but is not limited to scheduling, creating handouts, and proctoring student exams.
26. *Maintains and ensures completeness and accuracy of student files and academic records.
27. *Assists the Program Director in maintaining and updating document files for the National Accreditation Agency for Clinical Laboratory Sciences (NAACLS).
28. *Coordinates student placement at clinical sites, which includes ensuring student liability insurance is documented.
29. *Participates in final grade process by tracking student evaluations from various clinical clerkships.
30. Other duties as assigned.

*Denotes Essential Job Duties

Minimum Qualifications

1. Possession of a baccalaureate degree in Education, Business Administration, Human Resources or related field and 0 year(s) of progressively responsible professional experience with responsibilities for education, business administration and/or human resources administration; or any 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 education, business administration and/or human resources administration 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 education, business administration and/or human resources.
4. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in education, business administration and/or human resources.
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 and experience with Microsoft Excel and Word.
8. Demonstrated ability to maintain confidentiality.

Desirable Qualifications

1. Knowledge of UH and RCUH policies and procedures.

To Apply:

Click on the “Apply” button on the top right corner of the screen to complete an application and attach the required documents by the closing date:

• a cover letter indicating how you satisfy the minimum and desirable qualifications;
• current resume;
• official transcripts confirming degree completion (copies acceptable; however official transcripts sent directly from the degree granting institution required upon hire);
• Three (3) professional references (complete with contact information including e-mail address).

The application will be considered incomplete if materials are unreadable. Late or 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:

Dr. Karen Thompson, karenst@hawaii.edu

Examples of duties

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/