"Senior Graduation Specialist - Office of the Registrar"

JOB DESCRIPTION

This is an administrative support position responsible for processing student records for graduation from the point of initial contact with the student during the application process through the posting of degrees and closing of the graduation class. Responsible for performing graduation audits, coordinating with department advisors, and performing deficiency and final grade checks on applicants. Works under limited supervision, with moderate latitude for the use of initiative and independent judgment. Reports to the Assistant Registrar.

QUALIFICATIONS

High school diploma or equivalent is required. Some college coursework is preferred.

Two years of directly related experience is required. Experience working with confidential student records is required. Experience working in an admissions or registrar’s office at an institution of higher education is preferred.

ESSENTIAL JOB FUNCTIONS

1. Creates and processes a final degree checkout/audit on each graduation applicant by running a degree audit.
2. Completes the appropriate final degree checkout/audit forms and sends them to the dean’s office for review with the student.
3. Modifies student audits in system as needed and/or requested.
4. Reviews final degree checkout/audit forms each semester between the point of application and the point of graduation to identify deficiencies and recommend improvements.
5. Creates deficiency reports based on performing deficiency checks on graduation applicants.
6. Notifies deans’ offices of deficiencies for each graduation applicant in their college.
7. Performs final grade checks to ensure final graduation requirements have been satisfied.
8. Communicates and collaborates with department faculty, advisors, and university advising centers to ensure graduation requirements for applicants have been obtained.
9. Communicates daily with faculty, staff, and students via email, phone and in person.
10. Prepares diplomas for mailing.
11. Works commencement exercises.

NON-ESSENTIAL JOB FUNCTIONS

1. Accepts and initiates graduation audit requests from applicants.
2. Assists students with applying for graduation by completing the appropriate forms.
3. Corresponds with graduation candidates on appropriate topics such as tuition rebate eligibility and diploma holds.
4. Provides graduation area training to campus as needed.
5. Performs other related duties as assigned.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

The individual must possess the following knowledge, skills, and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation.

1. Knowledge of, or ability to learn, university policies and procedures.
2. Knowledge of records administration and maintenance techniques and procedures.
3. Skill in using computer applications including spreadsheet, database and word processing software.
4. Ability to learn office and university-specific software.
5. Ability to accurately prepare and maintain records, files and reports.
6. Ability to communicate effectively in both oral and written form.
7. Ability to set priorities and complete assignments on time.
8. Ability to work successfully as a member of a team and independently with limited supervision.
9. Ability to handle sensitive and confidential information responsibly.
10. Ability to establish and maintain a good rapport with university faculty and staff, students, and the general public.

SPECIAL CONDITIONS OF EMPLOYMENT

Stephen F. Austin State University recognizes the potential for accidents in performing job-related tasks. SFA promotes a safe working environment. Employees will be responsible for completing assigned tasks safely and efficiently. Employee evaluations will include safe job performance.

This is a security-sensitive position subject to criminal record check.

This is an IT-sensitive position subject to the Computer and Network Security policy.