Graduation & Commencement Specialist - Office of the Registrar

University of Wisconsin Stout • Whitewater, WI

10d

About The Position

The Graduation and Commencement Specialist provides service to the academic community and the Office of the Registrar by providing outstanding service to our students, the campus community, and the public. The Graduation and Commencement Specialist oversees graduation applications, evaluation of degree completion, communications with students and college degree clearance representatives, maintains degree audits, and related processes. The Graduation and Commencement Specialist analyzes and updates the processes pertaining to this position for efficiencies. The Graduation and Commencement Specialist reviews and certifies students for degree completion. The Graduation and Commencement Specialist assist with commencement ceremony planning regarding student participation processes. This position also assists with student record updates and supervision of the front-line student team. The Graduation and Commencement Specialist works with other Office of the Registrar’s staff to ensure excellent service to the University community and by performing other duties as assigned. The individual in this position is a member of the Office of the Registrar team and works cooperatively with other office staff to achieve University and Office of the Registrar’s goals. This position reports to the Registrar.

Requirements

• Bachelor’s degree and two years customer service or office support function experience.
• Demonstrated experience managing and working with software applications such as Microsoft Office.
• Strong interpersonal and written communication skills
• Demonstrated ability to interact effectively with a diverse population of stakeholders

Nice To Haves

• Ability to work independently solving issues and performing liaison activities in a work setting.
• Ability to organize and manage events.
• Demonstrated attention to detail and ability to refine processes and procedures.
• Ability to handle multiple priorities concurrently.
• Ability interpreting, applying, and explaining complex information such as regulations, policies, or services.
• Ability to handle confidential information.
• Ability to research a variety of sources to collect requested information, to provide accurate and timely information, and handle problems courteously.
• Professional demeanor.
• Strong knowledge of general office policies and procedures.
• Supervisory experience.
• Experience in higher education.
• Knowledge of PeopleSoft or other large software products.
• Strong knowledge of general office policies and procedures.
• Ability to interact respectfully with people with diverse socioeconomic, cultural and ethnic backgrounds
• Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary training and drills

Responsibilities

• Coordinate and maintain degree clearance process: Collaborating with Commencement and Graduation Coordinator on degree clearance processes. Managing daily operations to ensure a smooth delivery of services. Analyzing and interpreting workflow to assign work and identify training needs. Solving multiple problems related to degree clearance with college partners. Performing and educating college partners in all functions pertaining to degree clearance. Explaining and interpreting the Degree Audit to students, faculty and staff as needed. Monitoring and processing updates to degree requirements on the Degree Audit. Processing specialized clearance requests. Coordinating degree holds with financial services. Informing staff and the campus community of procedural and policy changes. Monitoring and processing degree ordering processes and troubleshooting issues as they arise. Monitoring and processing degree verification requests. Maintaining strong working knowledge of all university policies, and state and federal regulations. Presenting training on university systems and procedures to staff, and faculty. Maintaining an operational manual. Assisting with orientation operations and commencement.
• Monitor and process graduation applications: Develop and maintain communications to students nearing degree completion. Reviewing all applications for accuracy. Updating students record to reflect graduation application status. Coordinating graduation fee charges with financial services. Reviewing posting of graduation fees and academic honors for accuracy. Evaluating current procedures and policies for efficiencies and develops and implements changes. Playing a lead role in planning and implementing new or updated automated features and applications to the Student Information System.
• Provide Commencement Support: Attending Commencement Committee meetings. Collaborating with Commencement Event Coordinator with commencement ceremony preparations pertaining to students. Providing leadership during commencement ceremony, including student lineup, tickets and Salute to Grads with the university bookstore. Reviewing commencement program for accuracy Maintaining an operational manual.
• Support Student Records Processing: Assist with student record updates. Assist with student front-line supervision. Assist with student front-line time entry and approval. Monitor diploma ordering, release, and degree verification processes: Providing quick responses to degree verification inquiries received through the National Student Clearinghouse. Reviewing and sending diploma file to vendor for processing. Coordinating diploma holds with financial services.
• Support the morale and efficiency of the Office of the Registrar: Attending and participating in staff meetings. Providing excellent service to students, faculty, staff, and all in the University community. Serving on teams and committees as assigned. Working cooperatively and positively with other staff members and with the University community. Attending training and professional development as assigned. Participating in other projects and duties as assigned. Ability to interact respectfully with people from diverse socioeconomic, cultural and ethnic backgrounds. Willingness and ability to be an active participant in following applicable safety rules and regulation, including necessary training and drills.

Benefits

• UW System employees receive an excellent benefit package.
• To learn more about the UW System's comprehensive benefit package, review the UW System Employee Benefits Brochure

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 5,001-10,000 employees