Under supervision of the Assistant Registrar, the Graduation Specialist is an entry-level position within the Registrar’s Office, who is responsible for all tasks related to degree conferral for all students and diploma production. The incumbent reviews and analyzes student program evaluations to ensure academic requirements and institutional policies are satisfied, collaborates across departments to resolve outstanding issues, and communicates effectively with students and alumni. The Graduation Specialist must be comfortable with using various forms of technology and systems. This role requires strong critical thinking, attention to detail, and a commitment to providing a high-quality, student-centered experience, particularly as one of the final touch- points in the Saint Leo student journey.
- Receive, evaluate, assess, and process a high volume of confidential records for graduation candidates, including their application for degree conferral.
- Serve as the primary point of contact for students, alumni, faculty, and staff regarding degree conferral and diploma inquiries.
- Solicit, receive, and process applications for degree conferral, including an on-going communication plan and consistent reporting means to identify follow up.
- Compare graduation applications to degree requirements and university policy to ensure compliance.
- Maintain an ongoing, efficient, and accurate degree audit and clearance process, routinely assessing student program evaluations, performing detailed reviews of individual academic records and address any discrepancies or adjustments in consultation with academic advising personnel.
- Process degree conferrals for all students who have met their requirements for program completion at the close of each term, in accordance with the academic calendar.
- Collaborate with student financial services to review student accounts for appropriate clearances and monitors impacting degree conferral and diploma release.
- Oversee the full diploma production lifecycle including printing, preparation for mailing, tracking returned diplomas, and resolving delivery issues.
- Monitor and manage the release of diplomas in accordance with institutional financial hold policies.
- Upload and manage digital diploma distribution at the close of each graduation cycle, in accordance with institutional processes.
- Prepare and issue official documentation including degree verification and anticipated completion letters.
- Process requests for apostille and respond to complex documentation needs in compliance with international requirements.
- Generate reports for internal stakeholders including Student Financial Services, advisors, alumni, and leadership, regarding anticipated graduates and degrees conferred
- Process requests for duplicate and replacement diplomas.
- Maintain and audit inventory of diploma materials and mailing supplies.
- Review and process 'hold for degree' transcript requests, following each graduation cycle
- Confirm completion of credit-bearing certificate programs, and produce the printed certificates
- Prepare diploma covers for distribution during commencement ceremonies
- Support preparation for commencement ceremonies, including assistance with student communications, responding to email or phone inquiries, and validating student participation data
- Participate and contribute to the success of official events, including, but not limited to commencement.
- Provide cross-functional support for other Registrar operations and contribute to process improvements within the business unit.
- Archive and image documents within student records systems.
- Maintain confidentiality of student records.
- Perform other duties as assigned.
- High School diploma. Associates degree preferred.
- 3 years of job-related experience.
- Exhibit a cheerful, positive, loyal, team-member attitude toward the purposes, programs, policies and goals of the university.
- Dedication to customer satisfaction by providing timely and accurate services.
- Skills in active listening, critical thinking, verbal, and written communication.
- Multicultural competencies; ability to work with diverse populations in a team environment.
- Analyze and evaluate a situation to address/route appropriately.
- Ability to build relationships across a wide range of constituents.
- Ability to handle multiple work unit priorities and projects independently.
- Ability to work with accuracy and diligence.
- Ability to multi-task and prioritize competing deadlines in a high-volume fast-paced environment.
- Ability to maintain confidentiality.
- Ability to adapt, change, and learn new procedures.
- Advanced organizational skills and ability to prioritize tasks during high volume work times and to switch between tasks if required.
- Skill in the operation of a variety of office machines including, personal computers, telephones and copiers, filing and recordkeeping, English composition, grammar, spelling and punctuation and basic math.
- Proficiency in MS Office and other related technologies or ability to assimilate quickly.
- Knowledge of common higher education standards, policies, and procedures.
- Student Information System experience preferred.
ENVIRONMENT: The work environment characteristics described here are a representation of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The term "qualified individual with a disability" means an individual with a disability who, with or without reasonable accommodation, can perform the essential functions of this position. While performing the duties of this job, the employee is regularly required to communicate professionally in person, over the telephone, through email and other electronic means, move about the office and University, handle various type of media and equipment, and visually or otherwise identify, observe and assess. The employee is occasionally required to lift up to 10 pounds unless otherwise specified in the job description. This position may be performed remotely or in a hybrid capacity subject to departmental needs and University policy.
NOTICE: The intent of this job description is to provide a representation of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description. Saint Leo University is an Equal Opportunity Employer and embraces diversity as a critical step in ensuring employee, student and graduate success.
Why Work at Saint Leo?
What it’s Like to Work Here: Ask our employees and the one word they’d use to describe working at Saint Leo University is “Community.” Our team members all share the Saint Leo core values, positive attitudes, and problem-solving abilities, enabling them to provide excellent student centered service. Our mission is educating and preparing students for life and leadership in a challenging world. Thank you for your interest in joining the Saint Leo PRIDE!
We are committed to providing our employees with the support they need. At Saint Leo, we offer an array of medical, dental, and vision packages as well as several add-on perks to make your benefits package truly customizable to you and your family needs. Available benefits based on employment status (Full Time vs Part Time).
- FREE Tuition - Employee, Spouse, and Dependents*
- Tuition Exchange Opportunity - Dependent of Employees*
- Generous Paid Leave - Sick, Vacation, and Holidays
- Comprehensive Group Health Plan (Medical, Dental, and Vision)
- Group Medical Plan includes Teledoc, Surgery Plus, Wellness Incentive Program and more!
- 100% Employer-Funded Health Reimbursement Account
- 100% Employer-Paid Short Term Disability Insurance
- 100% Employer-Funded Employee Assistance Program (healthcare and dependent options)
- Employer-provided life insurance
- Discounted On-Campus Dining Meal Plans
- Nationwide Pet Insurance
- Flexible Spending Accounts
- 403b Retirement Plan
- Wellness Center
- Eligibility based on meeting required service period
