University of Hawaii System
CASUAL HIRE - Scheduling & Clinical Placement Assistant
University of Hawaii System, Honolulu, Hawaii, United States, 96814
Applicants seeking short-term or part-time work with the University of Hawai'i may apply for Casual Hire positions, which include administrative, professional, and technical (APT) or instructional-type positions. Because of the temporary nature of these appointments, Casual Hire employees are not eligible for most benefits as provided to regular Board of Regents (BOR) and Civil Service employees (i.e. paid holidays/leave). Casual Hire appointments may last for up to 89 days for full-time employees, and up to 1 calendar year for part-time employees.
Title:
Scheduling and Clinical Placement Assistant
Position Number:
CASUAL HIRE
Hiring Unit:
School of Nursing and Dental Hygiene
Location:
Honolulu / Manoa Campus
Date Posted:
January 1, 2026
Closing Date:
January 3, 2026
Salary Range:
C Commensurate with qualifications and experience.
Full Time/Part Time:
50% to 70% FTE; work hours variable
Temporary/Permanent:
Temporary
Other Conditions Position is expected to begin in January 2026 or as mutually acceptable.
Duties and Responsibilities
Revises and distributes the Schedule of Classes to appropriate administrators, faculty and staff; update to include class cancellations, rescheduling, additions, room changes, and actual class enrollment.
Works with the Department Chair (DC), course coordinators, simulation center (THSSC), and student services to resolve scheduling conflicts and registration issues.
Serves as the Department of Nursing (DON) Liaison to the University Scheduler, Outreach College Extension Program Administrator & Facilities Scheduler.
Schedules rooms for classes and study sessions as may be required to accommodate course offerings.
Maintains current knowledge regarding the class schedule and serves as the primary department contact for faculty and staff questions. Maintains confidentiality and security of course schedules and related records in compliance with FERPA and HIPAA regulations.
Works with DC, Human Resources Specialist and Administrative Operations Coordinator to prepare and monitor faculty hires, overload requests, and other personnel action documents for DON.
Collaborates with Clinical Placement Director and designated Department of Nursing (DON) staff and Program Specialist to ensure timely student orientation and facility clearance to clinical sites in collaboration with faculty which includes, but not limited to, facility onboarding procedures and submission of supporting forms prior to start of clinical.
Collaborates with Clinical Placement Director with the School of Nursing and Dental Hygiene (SONDH) and University Health Partners (UHP) and/or Office of Student Services to ensure timely student health clearances, renewals, etc. with SONDH Office of Student Services.
Independently creates and drafts substantive letters, reports, and documents for the DON to health care agencies, students, faculty and administration.
Liaises between the SONDH and clinical facilities, confirming use of facility with DON staff and visiting/contacting sites.
Creates and manages project management documents, forms and data repositories related to clinical placement and student onboarding.
Provides administrative support to the Clinical Placement Director.
Serves as back-up for other institutional support personnel as needed.
Other Duties as Assigned.
Minimum Qualifications
Bachelors in business administration, human resources, social sciences, nursing, communications, education, evaluation or related field with three (3) years of experience in project management, student placements, clinical placement, and/or staffing requirements.
Self-starter with demonstrated ability to learn new operating systems quickly.
Demonstrated ability to be well-organized, multi-task, pay attention to detail, and effectively manage projects.
Demonstrated ability to effectively participate and collaborate as a member of a team.
Excellent organizational and interpersonal skills including the ability to work with faculty, staff, students, clinical agency personnel, and other individuals / external groups.
Demonstrated ability to exercise good judgement, problem‑solving and communications skills with a high standard of customer service when responding to complex and demanding situations, inquiries or complaints.
Demonstrated proficiency in working with and knowledge of Microsoft Office programs including Excel, Word and Outlook, and database entry.
Strong written and verbal communication skills.
Desirable Qualifications
Familiarity with HIPAA regulations and willingness to obtain university certification in relevant regulations including FERPA.
Experience with or knowledge of nursing education programs.
Experience in support services in an academic environment.
Previous work experience with University of Hawai'i Administrative Policies and Procedures.
To Apply Click on the “Apply” button on the top right corner of the screen to complete an application and upload the required documents. Required documents include:
Cover letter indicating interest in the position and how you satisfy the minimum and desirable qualifications;
Current resume / curriculum vitae;
Names and contact information (including email address) of at least three (3) professional references;
Transcripts showing degree and coursework appropriate to the position (original official transcripts will be required at the time of hire).
NOTE: Application will not be considered if NEOGOV Online application is incomplete or any of the required documents are not included or are unreadable. If this is your first time applying for a position using NEOGOV, please create a new account.
Inquiries Corie O. Fulgencio-Arre, HR Specialist; mcfa@hawaii.edu 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/
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Title:
Scheduling and Clinical Placement Assistant
Position Number:
CASUAL HIRE
Hiring Unit:
School of Nursing and Dental Hygiene
Location:
Honolulu / Manoa Campus
Date Posted:
January 1, 2026
Closing Date:
January 3, 2026
Salary Range:
C Commensurate with qualifications and experience.
Full Time/Part Time:
50% to 70% FTE; work hours variable
Temporary/Permanent:
Temporary
Other Conditions Position is expected to begin in January 2026 or as mutually acceptable.
Duties and Responsibilities
Revises and distributes the Schedule of Classes to appropriate administrators, faculty and staff; update to include class cancellations, rescheduling, additions, room changes, and actual class enrollment.
Works with the Department Chair (DC), course coordinators, simulation center (THSSC), and student services to resolve scheduling conflicts and registration issues.
Serves as the Department of Nursing (DON) Liaison to the University Scheduler, Outreach College Extension Program Administrator & Facilities Scheduler.
Schedules rooms for classes and study sessions as may be required to accommodate course offerings.
Maintains current knowledge regarding the class schedule and serves as the primary department contact for faculty and staff questions. Maintains confidentiality and security of course schedules and related records in compliance with FERPA and HIPAA regulations.
Works with DC, Human Resources Specialist and Administrative Operations Coordinator to prepare and monitor faculty hires, overload requests, and other personnel action documents for DON.
Collaborates with Clinical Placement Director and designated Department of Nursing (DON) staff and Program Specialist to ensure timely student orientation and facility clearance to clinical sites in collaboration with faculty which includes, but not limited to, facility onboarding procedures and submission of supporting forms prior to start of clinical.
Collaborates with Clinical Placement Director with the School of Nursing and Dental Hygiene (SONDH) and University Health Partners (UHP) and/or Office of Student Services to ensure timely student health clearances, renewals, etc. with SONDH Office of Student Services.
Independently creates and drafts substantive letters, reports, and documents for the DON to health care agencies, students, faculty and administration.
Liaises between the SONDH and clinical facilities, confirming use of facility with DON staff and visiting/contacting sites.
Creates and manages project management documents, forms and data repositories related to clinical placement and student onboarding.
Provides administrative support to the Clinical Placement Director.
Serves as back-up for other institutional support personnel as needed.
Other Duties as Assigned.
Minimum Qualifications
Bachelors in business administration, human resources, social sciences, nursing, communications, education, evaluation or related field with three (3) years of experience in project management, student placements, clinical placement, and/or staffing requirements.
Self-starter with demonstrated ability to learn new operating systems quickly.
Demonstrated ability to be well-organized, multi-task, pay attention to detail, and effectively manage projects.
Demonstrated ability to effectively participate and collaborate as a member of a team.
Excellent organizational and interpersonal skills including the ability to work with faculty, staff, students, clinical agency personnel, and other individuals / external groups.
Demonstrated ability to exercise good judgement, problem‑solving and communications skills with a high standard of customer service when responding to complex and demanding situations, inquiries or complaints.
Demonstrated proficiency in working with and knowledge of Microsoft Office programs including Excel, Word and Outlook, and database entry.
Strong written and verbal communication skills.
Desirable Qualifications
Familiarity with HIPAA regulations and willingness to obtain university certification in relevant regulations including FERPA.
Experience with or knowledge of nursing education programs.
Experience in support services in an academic environment.
Previous work experience with University of Hawai'i Administrative Policies and Procedures.
To Apply Click on the “Apply” button on the top right corner of the screen to complete an application and upload the required documents. Required documents include:
Cover letter indicating interest in the position and how you satisfy the minimum and desirable qualifications;
Current resume / curriculum vitae;
Names and contact information (including email address) of at least three (3) professional references;
Transcripts showing degree and coursework appropriate to the position (original official transcripts will be required at the time of hire).
NOTE: Application will not be considered if NEOGOV Online application is incomplete or any of the required documents are not included or are unreadable. If this is your first time applying for a position using NEOGOV, please create a new account.
Inquiries Corie O. Fulgencio-Arre, HR Specialist; mcfa@hawaii.edu 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/
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