Graduation Services Administrator

1 week ago

Oklahoma City, Oklahoma, United States OSU-Oklahoma City Full time

Position Overview:
The Graduation Services Administrator plays a crucial role in managing the graduation process, overseeing degree certification and conferral, and ensuring the effective use of degree auditing systems. This position is responsible for processing graduation applications, assessing degree requirements, and confirming student eligibility for graduation. Additionally, this role maintains oversight of degree auditing software and supports the daily functions of the Registrar's Office and Veterans Services, providing tailored assistance to students, faculty, and staff.

Key Responsibilities:

  1. Interpret and communicate federal, state, and institutional regulations to faculty, students, and staff, while maintaining a comprehensive understanding of academic policies and procedures related to student records. The Registrar's Office is accountable for adherence to institutional and regulatory policies.
  2. Process and evaluate graduation applications, ensuring timely communication of graduation status to students and academic advisors. Act as the primary resource for inquiries related to graduation policies and procedures.
  3. Ensure the accuracy and integrity of students' degree requirements for certification, in compliance with institutional, state, and federal regulations. Manage post-graduation tasks, including diploma processing.
  4. Serve as the primary user of institutional degree auditing software, providing training and support to advisors regarding degree requirement exceptions.
  5. Monitor and update curriculum changes across various campus systems, including degree audit software and related communications.
  6. Promote graduation and transfer initiatives through diverse communication strategies. Collaborate with University Communications to create and maintain graduation publications, marketing materials, and online resources.
  7. Support the Advisement Team by offering academic advisement to first-time, transfer, and returning students, focusing on timely degree completion and academic success.
  8. Coordinate data collection and reporting related to student outcomes, working with the Office of Institutional Effectiveness and other departments to compile graduation and commencement statistics.
  9. Provide essential Registrar Services support, including reviewing student records, processing major changes, correcting data, handling transcript requests, and verifying enrollment.
  10. Respond promptly to student inquiries and fulfill job responsibilities efficiently to enhance student satisfaction and retention.
  11. Contribute to campus-wide retention and enrollment initiatives as relevant to the role.
  12. Engage in departmental documentation and process improvement efforts, demonstrating an understanding of the role's impact on campus operations, standard procedures, and performance metrics.
  13. Maintain accurate student records and uphold confidentiality in accordance with privacy regulations.
  14. Digitally archive incoming documents to student electronic files and manage a document verification and destruction schedule in compliance with state record management policies.
  15. Complete all required training and participate in meetings and professional development opportunities.
  16. Perform additional duties as assigned.

The responsibilities outlined in this job description are intended to illustrate the types of work that may be performed. The omission of specific duties does not exclude them from the position if they are similar, related, or logically assigned.

Application Instructions

Resume and Cover Letter are required for full consideration.

Qualifications

Minimum Qualifications:

Education:
Bachelor's degree or equivalent experience.

Work Experience:

  • At least three years of progressively responsible experience in a related field.
  • Experience in a fast-paced, customer service-oriented environment.
  • Experience in collaborative team settings as well as in roles requiring independent work with minimal supervision.

Certifications/Licenses:

Must possess a valid driver's license.

Knowledge, Skills, and Abilities:

  • Ability to communicate effectively and diplomatically, both verbally and in writing, to exchange information and respond to inquiries.
  • Strong problem-solving and critical thinking skills are essential.
  • Capability to manage multiple tasks with a high degree of accuracy and attention to detail.
  • Ability to analyze and interpret data from both quantitative and qualitative sources.
  • Demonstrated skills in coordination, planning, and organization.
  • Adaptability to work under moderate stress, including frequent deadlines and high public/student interaction.
  • High initiative to work independently while also collaborating effectively in a team environment.
  • Ability to thrive in a dynamic and fast-paced setting.
  • Proficiency in office technologies, including Microsoft Office Suite (Word, Excel, Access, PowerPoint, Outlook) and other office equipment.
  • Strong interpersonal skills and sensitivity to multicultural environments to effectively engage with all students, faculty, staff, and community partners.
  • Ability to prioritize effectively in a busy environment with frequent deadlines and public/student contact.
  • Basic math skills are required.
  • Ability to work effectively in a diverse community and meet the needs of various student populations.
  • Excellent written and verbal communication skills.
  • Commitment to customer service and representing the institution positively and professionally.
  • Demonstrated history of ethical and professional conduct.

Preferred Qualifications:

  • Previous experience in a college Registrar's Office or a related field.
  • Experience in records management, curriculum processes, and associated policies.
  • Knowledge and experience in graduation processing and degree certification.

Working Conditions:

  • Flexibility to work varied hours, including some evenings and weekends.
  • Work is performed in an office environment with significant public interaction, both in person and through various communication platforms.
  • Ability to work remotely as needed based on departmental requirements.

Physical Requirements:

  • Position requires extended periods of sitting, talking, and listening.
  • Frequent use of computers, telephones, and other office equipment is necessary.
  • May require lifting of objects up to 25 lbs. (For items over 45 lbs., a two-person lift is required).
  • Ability to operate a vehicle for off-campus meetings.

The work environment and physical demands described here are representative of those required by an employee to perform the essential functions of this job with or without reasonable accommodations.

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