Academic Support Specialist

Salary: See Position Description
Location : UH Manoa - JABSOM, Kaka'ako - Honolulu, HI
Job Type: Full-Time Temporary
Job Number: 2026-01049
Department: University of Hawai'i at Manoa - John A. Burns School of Medicine
Division: Associate Dean for Academic Affairs
Opening Date: 05/20/2026
Closing Date: 6/4/2026 11:59 PM Hawaii
Position Number:: 0097620T
Description
Title: Academic Support Specialist (Rural GME Coordinator)

Position Number: 0097620T

Hiring Unit: C OF HLTH SCI & SW, SCH OF MED, ASSOC DEAN FOR ACAD AFFAIRS

Location: UH at Manoa

Date Posted: May 20, 2026

Closing Date: June 4, 2026 (11:59 PM HST)

Band: A

Salary :


Additional Salary Information:PBA, minimum $4,458/month

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Temporary

Other Conditions: Start of employment to begin approximately July 2026, or as mutually acceptable, subject to position clearance; annually renewable depending on performance and/or funding availability.

Duties and Responsibilities

1. * Provides academic, administrative, and technical support for rural Graduate Medical Education (GME) initiatives and related projects as assigned.

2. * Coordinates rural and underserved training activities, including scheduling, communications, and support for residents, fellows, faculty, and preceptors.

3. * Develops and maintains program trackers, summaries, rosters, directories, and other records for rural GME activities, training sites, and preceptors.

4. * Collects, tracks, and reconciles data for accreditation, legislative, University, grant, and other reporting requirements.

5. * Provides staff support for meetings, workshops, and events, including scheduling, agenda development, minutes, follow-up tracking, evaluations, and preparation of materials.

6. * Serves as a liaison for rural training participants, preceptors, training sites, and internal and external partners to support communication and program continuity.

7. * Develops program materials and resources associated with rural GME activities, including announcements, flyers, promotional materials, reference materials, and presentation support.

8. * Assists with maintaining website content and online resources in accordance with University, State, and Federal accessibility requirements.

9. * Supports educational sessions delivered in person, virtually, or in hybrid format, including Zoom or similar platforms and recording or streaming support for off-island participants.

10. * Assists with developing, updating, and maintaining standard operating procedures, office manuals, and program guidance documents.

11. * Coordinates travel requests, travel reconciliations, reimbursements, purchase orders, deposits, vendor payments, and related fiscal documentation for rural GME activities, including for learners and faculty members, in accordance with applicable policies and procedures.

12. * Assists with developing and maintaining systems for tracking rural preceptors and other participating training sites, including data needed for eligibility verification, reporting, and related program processes.

13. * Works with managerial, administrative, program, and technical staff to identify operational needs, support workflow improvements, and elevate concerns to the supervisor or designated lead.

14. * Handles a variety of correspondence and interactions involving faculty, staff, trainees, committees, government agencies, community partners, and the public.

15. * Assists with annual reviews, reports, written proposals, presentations, and other program documentation and analysis as assigned.

16. * Keeps calendars and schedules, maintains current contact lists and meeting rosters, and supports general office coordination.

17. * Maintains confidentiality and manages sensitive information with discretion and in accordance with University policies and procedures.

18. * Participates in professional development activities and serves as backup support for other GME office functions as needed.

19.May be required to travel to the neighbor islands to support GME events, including site visits, faculty development sessions, and more.

20.Performs other duties as assigned.

*Denotes essential functions.

Minimum Qualifications

1.Possession of a baccalaureate degree in business, education, communications, health administration, health or social sciences, psychology, or a related field and 2 years of progressively responsible professional experience with responsibilities for academic support, program coordination, project coordination, or administrative support; 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 academic support, program coordination, and/or project management 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 academic support, program coordination and/or project management.

4.Demonstrated ability to recognize problems, identify possible causes, and resolve the range of issues that commonly occur in the area of program coordination or administrative support.

5.Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of academic support, program coordination and/or project management.

6.Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.

7.Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members, and individuals.

8.Demonstrated ability to operate a personal computer and apply word processing, spreadsheet, presentation, database, email, and virtual communication software.

9.Demonstrated ability to collect, organize, track, and reconcile information and data accurately.

10.Strong organization and planning skills, including the ability to manage multiple concurrent deadlines and competing priorities.

11.Ability to plan and implement activities and events under minimal supervision.

12.Ability to work effectively, in a culturally sensitive manner, with individuals from diverse backgrounds and geographic communities.

13.Ability to manage sensitive information and files containing confidential information.

14.Demonstrated ability to work independently after initial guidance and to advise the supervisor of project progress, anticipated problems, and operational concerns.

Desirable Qualifications

1.Professional experience with responsibilities related to graduate medical education, undergraduate medical education, or higher education.

2.Experience coordinating rural, neighbor island, underserved, or distributed education and training activities.

3.Experience supporting accreditation, legislative, grant, University, or other formal reporting processes.

4.Experience developing educational, promotional, or program materials and maintaining program manuals or standard operating procedures.

5.Working knowledge of University and State policies and procedures.

6.Experience with travel, reimbursement, purchasing, fiscal support, or related administrative processes.

7.Working knowledge of website platforms and functional knowledge of preparing documents and presentations to meet accessibility requirements.

8.Experience using databases, spreadsheets, and virtual meeting platforms such as Zoom, Webex, or Microsoft Teams.

9.Working knowledge of the JABSOM educational environment, community training relationships, or rural training site coordination.

To Apply:

Click on the "Apply" button on the top right corner of the screen to complete an application and attach required documents. Applicant must submit the following:

• 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)

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

Inquiries: Inquiries: Crystal Costa, MEd, View phone number on click.appcast.io

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:
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: , 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: