Job Posting for Degree Audit and Graduation Specialist at Bethune-Cookman University

Bethune-Cookman University

Job Title: Degree Audit and Graduation Specialist Position

Reporting Structure: Registrar

Division: Academic Affairs

Job Summary:

As a member of the Registrar’s Office team, the Degree Audit and Graduation Specialist is responsible for consolidating and automating those functions required for successful and accurate matriculation to graduation, including:

Development and maintenance of Jenzabar Student Information System tree building for academic advising and degree audit
Rebuilding, maintaining and utilizing the electronic transfer equivalency capabilities of the Jenzabar Student Information System
Transfer credit evaluation and related data entry
Degree audit maintenance
Graduation checkout procedures for graduate and undergraduate degree audits accurately and in a timely manner

In addition, this individual would provide relevant transfer credit, course planning, graduation information and reports to students, admissions, academics and advising offices according to their needs and schedules.

Degree Audit and Graduation Specialist Duties/Responsibilities:

Reporting directly to the Registrar, this person will consolidate and automate those functions required for successful and accurate matriculation to graduation, including:

Development and maintenance of Jenzabar Student Information System tree building for academic advising and degree audit including developing and implementing internal procedures, building and maintaining academic program requirement “trees,” ensuring that graduate and undergraduate degree candidates are fulfilling requirements in declared programs of study, and verifying that these programs of study conform with University policies and regulations as indicated in each successive course catalog.
Graduation checkout procedures for graduate and undergraduate degree audits accurately and in a timely manner
Providing relevant course planning, graduation information and reports to students, admissions, academics and advising offices according to their needs and schedules.
Coordinating the receipt and entry of student Graduation Applications, working to transform the graduation application and completion process from a paper process to an interactive, online application one.
Communicating to students, information regarding graduation, i.e., dates, deadlines, fees, eligibility requirements, etc., and documenting completion results on transcripts with the highest level of accuracy and customer service.
Analyzing data for accurate reporting of graduation statistics for internal and external constituents, including degree verifications and graduation reporting to the National Student Clearinghouse.
Scheduling and running processes such as academic and enrollment count recalculations, computing student progress, and reports for Academic Standing and Dean’s List processing

Shared Responsibilities:

Perform the day-to-day operations of academic record maintenance by knowing, interpreting, applying, and communicating academic policy and procedures related to students’ records and enrollment.

Assist with high quality customer service front counter and back office operation that meet the needs of prospective and matriculated students and athletes.

Provide accurate, timely, and personalized service to all stakeholders, representing the Registrar’s Office, which involves interaction with all levels inside and outside the university, including dealing with sensitive and confidential information.

Cross-train within unit to fulfill office duties and ensure efficient operations; answer the telephone and respond to email inquiries; print, mail, fax and scan documents, maintain filing, create, and/or update documents.

Participate in and complete professional development activities, work-related trainings and workshops, including attending state-wide meetings of registrar and athletic compliance administrators.

Assist with the coordination of commencement and conferral activities and participate in graduation ceremony.

Be flexible in dealing with changes in policies, procedures, organizational structure, and issues, forward thinking, student-centered, and solution-oriented.

Other duties as assigned.

Required Skills/Abilities:

Demonstrated excellent attention to detail and accuracy, high level of professionalism and initiative, dependable and motivated to succeed.

Sound problem-solving skills, flexibility and the ability to manage ambiguity and uncertainty, using knowledge and logic to resolve issues and respond to complex requests.

Ability to plan and adapt to change.

Demonstrated ability to coordinate workflow, carry out assignments without detailed instructions, train staff on relevant policies and procedures, and establish quality control guidelines.

Strong organizational and time management skills with the ability to simultaneously manage multiple projects in a fast-paced environment while consistently meeting deadlines, working well under pressure.

Ability to work independently and as part of a team responsible for the maintenance and accuracy of student academic information and permanent records.

Demonstrated experience working successfully with and interacting with all levels of personnel and diverse populations with a positive attitude, demonstrating tact and sensitivity when dealing with difficult issues and/or diverse organizations.

Comprehensive understanding of federal (FERPA) privacy regulations and enforcement procedures with the ability to handle and abide by strict confidentiality requirements as directed by FERPA, university and departmental policies, with discretion.

Ability to effectively comprehend, interpret and communicate university, academic and registrar policies, procedures and regulations.

Ethical, fair and professional in all interactions, consistent in one’s actions, while pursuing the highest degree of integrity in interacting with all constituents.

Must always be professional in conduct and adhere to all university and departmental rules and regulations.

Strong ability to work and collaborate effectively with supervisors, subordinates, peers, faculty, administrators and staff across University divisions and departments, particularly, financial aid, academic advising, student accounts and athletics.

Demonstrated commitment to providing exemplary customer service to students, faculty, staff, administrators and other University stakeholders on and off campus.

Ability to interact with all levels of personnel and diverse populations and demonstrate tact and sensitivity when dealing with difficult issues and/or diverse organizations.

Excellent oral, written and virtual communication skills

Ability to follow all university policies, procedures, and guidelines including, but not limited to safety, civility, information security, and non-discrimination policies and procedures.Ability to contribute to a positive university experience for each student, and assist in achieving the university’s mission.

Education and Experience:

Education: Bachelor's degree preferred

Years of Experience:

Minimum one to three (1-3) years of related work experience with student records in a higher education/registrar’s office with demonstrated ability to effectively maintain and analyze detailed records.

Preference given to those with direct experience working with graduation processing and degree audit programming.

Work Experience:

Experience researching, interpreting, applying and explaining academic information, university policies and procedures demonstrating a considerable knowledge of degree audit evaluations, issues and graduation requirements with the ability to determine applicable rules and regulations.

Strong technical (power user) computer skills proficiency and accuracy, compiling data, preparing and running reports, using spreadsheets software, databases, video-conferencing software. student information systems (preferably Jenzabar), reporting writing tools and desktop applications for student record keeping, compliance and maintenance.

Knowledge of SACSCOC, state and other accreditation and industry standards, including AACRAO, SACRAO, FACRAO, policies and rules.

Strong interpersonal, teamwork, and oral, written and virtual communication skills including public presentation skills.

Physical Requirements:

This is a 100% on campus position.

Some evening availability and (during peak enrollment periods and for special events) weekend availability is required. Must be flexible to meet special scheduling needs of the University.

Work is performed in a standard office or similar environment.

Subject to standing, walking, sitting, bending, reaching, pushing, and pulling.

Occasional lifting of objects up to 10 pounds.

The University does not discriminate on the basis of race, color, national and ethnic origin, sex, retaliation, marital status, religion or disability, or any other applicable local, state or federal regulation. Inquiries regarding provisions for persons with disabilities, equal employment opportunity and Title IX matters should be directed to the Office of Human Resources at 386-481-2049.

The university reserves the right to modify job descriptions at any time in its' attempts to improve the operations of the university

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