ACADEMIC RECORDS - Degree Audit Analyst

Job Classification

  Salaried Full-time (75-100%)

Position summary

The Degree Audit Analyst position operates as the subject matter expert on Degree Works including, but not limited to, understanding the Scribe language and functionality within Degree Works; the audit worksheet functionality; exceptions, petitions, and waivers; the analytical capabilities of the software and related tools. Maintains academic and data integrity in relevant systems and reports to provide support to other team members. Other duties include: completing degree audits; processing graduation applications and maintaining the student graduation list for each conferral period; supervising student workers; managing student documents and folders; and providing excellent customer service to constituents.

Qualifications summary

• Bachelor's degree preferred or equivalent work experience.


• Experience with Ellucian Banner and Degree Works highly valued.


• Knowledge of and experience with office productivity tools, including word processing and spreadsheet packages.


• Understanding of programming logic.


• Strong skills and knowledge of business and process analysis.


• Customer service skills and a caring attitude.


• Excellent written and verbal communication skills and supervisory experience.


• Ability to meet deadlines, detail-oriented, organizational ability, and uphold policy

Must be a Seventh-day Adventist in good and regular standing.

Duties and responsibilities

Curriculum and Degree Audit Systems

• Working knowledge of curriculum as it relates to performing the degree audit. This includes curriculum policies and definitions.


• Inputs university, degree, program, and course requirements updates using Degree Works tools and related systems in accordance with the academic year and bulletin cycle.


• Participates in and helps organize testing and upgrades for the degree audit system, including writing and maintaining test plans.


• Works closely with relevant entities to ensure accuracy of requirements in the degree audit system and resolve coding issues as they arise.


• Provides technical and functional support to the University-wide community using the degree audit system.


• Maintains academic and data integrity in the student information system providing support to the Associate Registrar for Student Systems in updating relevant databases and reports. Applies knowledge of other systems to ensure accuracy of the degree audit software.


• Provides troubleshooting and support for legacy programming issues as identified in CAPP.


• Assists Associate Registrar for Undergraduate and Graduate Programs in advising academic programs in the development of new programs and changes to programs.

Degree Audit Processes

• Confirms student eligibility for the conferral of degrees at each of the conferral periods.


• Evaluates degree audits to ensure applicants have met all degree requirements as published in the bulletin.


• Communicates with advisors and students concerning graduation deficiencies, procedures, and deadlines.


• Processes and enters graduation applications including marching without completion and graduation application revision forms.


• Processes and applies petitions to the degree audit making certain petitions are within policy.


• Works closely with the Associate Registrar for Undergraduate and Graduate Programs on special or unusual cases relating to degree requirements and graduation.

Conferral and Commencement Preparation

• Applies the graduation participation policy and maintains accurate participant lists related to ceremony attendance.


• Determines graduation honors eligibility based on GPA for undergraduate students only.


• Prepares the printed program and other related graduation ceremony materials.


• Creates, maintains, and submits lists of degree conferral candidates for each graduation cycle to relevant offices.


• Assists the Grand Marshall on graduation weekends.

Undergraduate and Graduate Records Functions

• Processes undergraduate change of program requests. Confers with relevant parties on matters related to curriculum changes and advisor assignments.


• Assists the Associate Registrar for Undergraduate and Graduate Programs in establishing eligibility for dual enrollment.


• Responds to faculty and students’ questions and concerns related to programs and policies.


• Implements systems to maintain student academic records as directed by the Associate Registrar.


• Supervises storage, security, accuracy and preservation of academic files and credentials in accordance with university policy, accreditation standards and privacy laws.


• Receives and routes all physical and digital forms including CLEP, petitions, transient student requests.


• Works with the Associate Registrar for Undergraduate and Graduate Programs on undergraduate and graduate policy issues.


• Confers with the Honors Office on matters related to the SAGES program and graduation.


• Confers with the Undergraduate Dean and ACE Committee Chair on matters related to ACE requirements and petitions.


• Handles inquiries concerning problems with issued diplomas.

General Academic Records Functions

• Supports the office and other team members in strategic planning, projects and other duties as needed or requested.


• Creates and maintains procedure manuals as needed to ensure processes are well-documented.


• Provide basic office support to the university, which may include answering incoming phone calls and taking messages; producing reports; assisting with walk-in traffic and supporting the office during peak times.


• Attends meetings and/or serves on university committees as requested by supervisor.


• Provides training to faculty and staff as deemed necessary by supervisor.


• Performs other duties as needed or requested.

Supervisory responsibilities

• 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.


• Supervises student employees on daily responsibilities and tasks.


• Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include the following in conjunction with the Assistant to the Registrar for Front Office Operations: interviewing, hiring, and training student employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Qualifications

Education and experience

• 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

N/A

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 interpersonal and oral and written communication skills.


• Speak effectively before groups.


• Ability to create, compose, and edit written materials.


• Ability to gather data, compile information and prepare reports.


• Respond to technical questions and clarify degree requirements and related matters.


• Demonstrated ability to communicate technical information to technical and non-technical personnel at various levels in the organization.

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.