Graduate Records Specialist - Graduate School - UTK

University of Tennessee•Knoxville, TN

2d•Onsite

About The Position

This position evaluates graduate student records for graduation and certifies the completion of graduation requirements through the degree audit process. The Graduate Records Specialist maintains records of graduate students, ensuring accuracy and compliance with university regulations involving degree requirements and correspondence. Additionally, this position communicates with and advises graduate students, faculty, and staff concerning Graduate Council policies related to degree requirements.

Requirements

High School Diploma or GED
Minimum of 2 years of office experience in an administrative support position, preferably in an office dealing with the public and serving clients.
Demonstrated experience in roles requiring meticulous attention to detail.
Experience working with computers and software such as Microsoft Office, performing tasks that require a high level of accuracy, and working collaboratively with other employees.
Strong ability to multi-task.
Excellent written and oral communication skills.
Proven organizational and time-management skills.
Excellent attention to detail.
A customer-service focused attitude.
Applicants must be legally authorized to work in the United States on a full-time basis without need now or in the future for sponsorship for employment-based visa status.

Nice To Haves

Bachelor’s Degree
2 years working in a higher education office environment.
Knowledge and experience working with Banner, Argos, and OnBase (or similar type systems).
Experience working with high volume and deadlines.
Experience using and/or processing web forms.
Detailed knowledge of Graduate School policies and procedures.
Knowledge of Banner.
Ability to effectively communicate, verbally and in writing, with diverse audiences represented in a higher education setting.

Responsibilities

Evaluates and approves admission to candidacy forms and graduate certificate verification forms for all graduate degree programs, process revision(s) to candidacy forms, and approve transfer credits.
Ensures that detailed and accurate records of graduate students are maintained as students are approved for graduation each semester.
Receives and processes requests to verify enrollment or degree completion via written correspondence, Zoom, or by telephone.
Responds to inquiries as permitted by FERPA.
Process other forms linked to graduate progression (e.g., Leave of Absence, Late Change of Registration, Reinstatement, Overload, and Time Extension).
Advises students and departments of options, procedures, and proper routes for problem resolution
Interacts with faculty and staff regarding policies and procedures approved by the Graduate Council
Provides appropriate forms to students and departments (by phone, email, virtually, or in-person).
Reviews and processes graduation applications in Banner that were submitted online by graduate students, and checks that students are currently enrolled in the correct degree program.
Updates data as needed including transfer credits, committees, and candidacy status.
Reviews, approves, and processes schedule of defense and doctoral committee forms.
Adds committee information to Banner in a timely and accurate manner.
Performs other duties are assigned such as helping with events hosted by the Graduate School.