ACADEMIC RECORDS - Degree Services Coordinator
Job Classification
Salaried Full-time (75-100%)
Position summary
Duties include: completing degree audits for specified graduate and undergraduate programs; processing petitions; processing graduation applications and maintaining the student graduation list for each conferral period; supervising student workers; managing student documents and folders; updating and maintaining an electronic degree audit system; and providing excellent customer service to constituents.
Qualifications summary
- Bachelor's degree preferred or equivalent work experience
- Experience with SCT Banner Student or an equivalent system highly valued
- Technical and business analytical skills
- Customer service skills and a caring attitude
- A well-qualified candidate will have excellent written and verbal communication skills and supervisory experience.
- The individual will be able to meet deadlines, have an eye for details, organizational ability, and uphold policy.
Must be a Seventh-day Adventist in good and regular standing.
Duties and responsibilities
Degree Audit Processes
- Communicates with advisors and students concerning graduation procedures, deadlines, and other issues via e-mail, phone, or written correspondence
- Processes and enters graduation applications including marching without completion.
- Evaluates degree audits to ensure applicants have met all degree requirements and notifies applicants/department of any deficiencies.
- Maintains the student graduation list for each conferral period based on changes to the student’s application status.
- Processes and applies petitions to the degree audit making certain petitions are within policy.
- Works closely with the Associate Registrar on special or unusual cases relating to degree requirements and graduation.
- Determines graduation honors eligibility based on GPA for undergraduate students only.
- Confirms student eligibility for the conferral of degrees at each of the conferral periods.
Curriculum and Degree Audit System
- Working knowledge of curriculum as it relates to performing the degree audit. This includes curriculum policies, terminology and definitions.
- Updates CAPP based on changes to the current bulletin with direction from the Associate Registrar.
- Assists Associate Registrar in advising programs in the development of new programs and changes to programs.
- Applies petitions to individual students’ records in CAPP.
Undergraduate and Graduate Records Functions
- Develops and implements systems to maintain student academic records
- Supervises storage, security, accuracy and preservation of academic files and credentials in accordance with university policy, accreditation standards and privacy laws.
- Handles inquiries concerning problems with issued diplomas.
- Processes all CLEP, Credit By Examination, PLA, Petitions, Financial Verifications, and other forms
- Responds to faculty and students’ questions and concerns related to programs and policies
- Works with the Student Success Office and Graduate Enrollment on issues involving degree listings and student questions
- Works with the Associate Registrar on graduate policy issues
- Confers with the Honors Office on matters related to the SAGES program and graduation
Commencement Preparation
- Applies the graduation participation policy.
- Assists in preparing the printed program and other related graduation ceremony materials.
- Assists the Grand Marshall on graduation weekends.
Customer Service
- Provides leadership and sets a high standard of professionalism by providing high quality customer service to students, the general public, and university faculty and staff with a focus on care and being solution-oriented.
Strategic Planning
- Provides support to the Associate Registrar in the following areas of strategic planning:
- Crafts and implements strategic initiatives
- Upholds policies and determining principles behind policy
- Determines appropriate exceptions to policy
- Creates processes for exceptions to policy to ensure consistency
- Reviews and updates standard definitions & workflow for processes based on industry standards and best practices
- Gathers data, develops metrics and conducts assessment based on key performance indicators
- Recommend changes to policy
Committees
- Serves on committees as assigned by supervisor.
General Academic Records Functions
- Supports the University Registrar in other duties as needed or requested.
- Works with the team of Associate and Assistant Registrars on various projects.
- Provides training to faculty and staff as deemed necessary by supervisor.
- Performs other duties as needed or requested.
Supervisory responsibilities
Supervisory Responsibilities
- Supervises student employees.
- Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training student employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
- Oversees the Undergraduate and Graduate Records office on behalf of the Associate Registrar in their absence
Qualifications
- Bachelor’s degree preferred or equivalent work experience in a professional office setting.
General skills
- Accuracy and care for details.
- Careful attention and commitment to university academic policies.
- Effectiveness in meeting deadlines.
- Ability to remain calm under pressure.
- Decision making and problem solving capacity.
- Maintain flexibility with the demands of multitasking
- Strong organizational ability.
- Basic mathematical skills: Add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Compute rate, ratio, and percent.
Must be a Seventh-day Adventist in good and regular standing.
Technical competencies
- Knowledge of and experience with computer applications, including word processing and spreadsheet packages. Experience with SCT Banner highly valued.
- Technical and business analytical skills preferred and highly valued.
Interpersonal interactions
- Customer service skills and a caring attitude.
- Respect and appreciation for diversity.
- Ability to deal with time-sensitive issues and difficult situations.
- Strong interest in building cooperative relationships.
- Excellent communication and interpersonal skills.
- Speak effectively before groups.
Language skills
- Read and interpret documents such as policy manuals, operating and maintenance instructions, and procedure manuals.
- Write routine reports and correspondence as well as additions and modifications to office procedure manual.
- Respond to technical questions and clarify degree requirements and related matters.
- Written communication skills.
Physical demands
The following physical demands are representative of what an employee must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Regularly: Sit, talk, hear and use hands to work with the computer keyboard.
- Occasionally: Walk, reach with hands and arms, and stoop and kneel for filing.
- Occasionally: Lift and/or move up to 10 pounds.
- Vision abilities required: Close vision, and ability to adjust focus.
Work environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Noise level in the work environment is usually moderate.