- Communication Skills
- ERP Systems
- Organizational Skills
- Microsoft Word
With limited supervision, analyze and assess all aspects of graduation services required for the processing of student graduation applications, conducts degree audits, account audits, and certifies completion of degree and certificate requirements. Responsible for ensuring degree verification is processed. Assists with oversight of department and manages daily workflow of graduation processes. Download Academic Advisement Reports from the Enterprise Resource Planning (ERP) software and provide expert assistance and advice to student advisors and other University staff. Support staff in training less-experienced team members on new and modified academic program requirements, implementation of new business processes within the Graduations Department. Maintains area budget and department supplies (i.e., diploma covers, diplomas, mailing documents, etc.). Updates communications regarding graduation and commencement for students and staff. Assists Commencement Coordinator with organizing annual commencement ceremony, to include responsibility for management of the ticket database. Responsible for monthly reporting to supervisor and Associate Registrar.
Evaluates academic records for compliance with University academic policies. Audits incoming graduation application for completion of degree and/or certificate requirements. Receives audit clearance from Student Accounts. Notifies student of eligibility to graduate to include notification of deficiencies. Responsible for printing and mailing diplomas (to include duplicate diplomas) on a monthly basis. Completes student graduation applications and additional letter requests as needed. Works in coordination with Communications to process and print certificates per student request.
Interprets and verifies degree requirements. Responds to telephone and email inquiries from students and staff for explanation and clarification of application dates, conferral dates, ceremony dates and other regulations pertaining to satisfaction of degree requirements. Serves as advocate for the student by resolving discrepancies for graduation with recommendations for action to the Committee on the Application of Standards or Student Finance Committee.
Evaluates Credential certificates/programs using California Commission on Teaching Credentialing (CCTC), Credential Counselors & Analysts of California (CCAC) and course waiver guides. Prepares appropriate Academic Advisement Reports and updates the ERP system.
Conducts re-evaluations for students who have changed degree objectives or who have earned additional
credit from non-traditional methods (CLEP, DSST, Challenge/Credit by Exam, military) or collegiate transfer.
Verifies degree completion for NU graduates through the National Student Clearinghouse. Assists with degree verification and processing of duplicate certificates for students who attended College of Oceaneering and/or teach out students.
Continuously networks with students, advisors, campus directors, regional deans and faculty pertaining to questions regarding student degree completions, course waivers, student agreements, University policies and standards, as well as, clarification on current and past catalog and program requirements.
Responsible for maintaining the department's budget, to include forwarding of invoicing to Accounts Payable to ensure proper payment is made to third party vendors. Monitors, maintains and orders supplies (i.e., diploma paper, diploma covers, and supplies for mailing student diplomas).
Assists in the department workflow and bundle testing. Runs quality checks on communications to students to ensure accuracy. Attends bi-monthly department SOAR meetings to assess and implement modifications to SOAR to streamline and enhance student processes.
Responsible for updating commencement webpage on University website. Assists in the coordination of activities related to the preparation of the commencement program. Assists with the assignment and supervision of University staff at the annual commencement exercises to assure a pleasant and satisfactory event for the students. Collaborates with third party vendors to ensure notifications sent to students regarding tickets, photography opportunities, and commencement regalia.
Assist in the coordinator of activities related to the preparation of the student names for commencement program. Assists students, guests, and staff with all commencement related questions.
Responsible for interpreting and implementing academic policies in the completion of degree and certificate requirements. Assists the Assistant Registrar, Evaluations in the development of forms to be used in graduation processing, as well as developing, modifying and assessing the effectiveness of departmental procedures.
Governed by the academic policies and procedures outlined by the University for degree certification and is under the supervision of the Assistant Registrar, Evaluations.
Other duties as assigned.
Supervisory Responsibilities: N/A
Education & Experience:
Bachelor's degree or equivalent experience required.
Experience: (Amount and kind)
Three to five (3-5) years of experience as a Records Evaluator preferred or related experience in a similar academic setting.
Two (2) years of experience dealing with customers, making independent decisions, record keeping, critical thinking and analyzing, and similar tasks.
Experience in higher education institutions preferred.
Senior Graduation Certification Analyst training is a one to three (1-3) month process under close scrutiny by the Assistant Registrar, Evaluations. It entails education on all University policies and procedures until employee can confidently answer the steady number of questions for clarification of issues by advisors, students, and faculty.
The training also hones the trainee's ability to multi-task and maintains focus on a degree audits while fielding questions via phone and email from Associate Regional Deans, Directors of Student Services, Credential Advisors, Admissions Advisors, faculty, and students.
Training in records evaluations and National University's degree auditing report system (SOAR) is required
Technical / Functional Skills
Demonstrated ability to make subjective professional assessments and to be thorough, consistent and accurate in the interpretation of records against criteria; intense concentration, great attention to detail and follow through, strong organizational abilities and ability to multitask, demonstrated ability to comprehend complex information and apply in accordance with policy.
Strong commitment to providing superior service to students and advising staff with sensitivity to the needs of the adult learner; ability to resolve conflicts with difficult students or situations with confidence, maturity, and tact; ability to handle multiple priorities independently and resourcefully; excellent work and attendance record.
Accepts personal accountability, proactively seeks resolution for personal limitations head-on; and supports honesty and respect towards others, the company and oneself.
Develops new insights into situations; questions conventional approaches; encourages new ideas and innovations; designs and implements new or cutting-edge programs and processes. Ability to generate and/or recognize imaginative or creative solutions that generate successful outcomes.
Ability to multi-task and maintain focus on evaluation assessments and audits while fielding questions by email or phone from a wide range of individuals and across all levels within the NUS organization. Excellent problem-solving techniques and methodologies.
Strong ability to multitask and to comprehend complex information and apply the facts in accordance with standard policy and procedures.
Intermediate use of computers and Microsoft Office Suite Applications such as Word, Excel, Power Point, Outlook and working knowledge of career-related software technologies.
Strong interpersonal skills and the ability to enthusiastically communicate with a wide range of individual constituencies in a diverse community providing superior customer service to students; ability to resolve conflicts in a professional, calm and respectful manner.
Demonstrated solid written communication skills creating immaculate copy that stands out from the crowd.
Work independently and foster a cooperative spirit within a large and/or small team of diverse cultures, while working in a fast-paced environment with multiple deadlines and frequently changing priorities.
Sedentary work. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. The worker is required to have close visual acuity to perform an activity such as preparing and analyzing data and figures and viewing a computer terminal. The work is performed in an office environment.
Travel: 10% travel