Graduation and Commencement Specialist - Registrar - 15772
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INTRODUCTION:
The Department of Registrar at the University of Wisconsin - Whitewater seeks a Graduation and Commencement Specialist (Student Status Examiner Senior).
JOB DUTIES:
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 develops and coordinates Student Information System training´s for student staff, university/academic staff, and faculty in collaboration with the Commencement and Graduation Coordinator. 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 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.
QUALIFICATIONS:
Minimum Qualifications:
- Bachelor’s degree
- Three years customer service and office support function experience
- Master’s degree relevant to the qualifications and responsibilities described in the position description
- Experience with business process analysis
- Demonstrated experience managing and working with software applications such as Microsoft Office
- Supervisory experience
- Experience in higher education
- Experience with Student Information System (PeopleSoft) software
- Experience interpreting, explaining, and applying complex regulations such as FERPA
- Demonstrated attention to detail and ability to refine processes and procedures
- Demonstrated ability to handle multiple priorities concurrently
- Demonstrated ability to research a variety of sources to collect requested information, to provide accurate and timely information, and handle problems courteously
- Professional demeanor
- Demonstrated ability to research a variety of sources to collect requested information, to provide accurate and timely information, and handle problems courteously
- Strong interpersonal and written communication skills; demonstrated ability to interact effectively with a wide range of people/stakeholders
- Experience independently solving issues and performing liaison activities in a work setting
- Experience interpreting, applying, and explaining complex information such as regulations, policies, or services
- Experience handling confidential information
- Strong knowledge of general office policies and procedures
- 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
25% A. Coordinate and maintain degree clearance process by:
- 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 Academic Advisement Report (AAR) to students, faculty and staff as needed.
- Monitoring and processing updates to degree requirements on the AAR.
- Processing specialized clearance requests.
- Coordinating degree holds with financial services.
- Informing staff and the campus community of procedural and policy changes.
- Monitoring 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.
- 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.
- Attending Commencement Committee meetings.
- Collaborating with Commencement and Graduation Coordinator with all commencement ceremony preparations.
- Providing leadership during commencement ceremony, including but not limited to volunteers, lineup, tickets and Salute to Grads with the university bookstore.
- Reviewing commencement program for accuracy.
- Maintaining an operational manual.
- Monitoring submissions and update course change requests for the schedule of classes.
- Monitoring curricular proposals and update courses as needed.
- Assisting with course fee assignment.
- 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.
- 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.
Founded in 1868, UW–Whitewater is one of eleven comprehensive universities in a public higher education system that also includes two doctoral institutions, 13 freshman-sophomore branch colleges, and a statewide Extension. In the fall of 2018, as a result of the University of Wisconsin System’s restructuring of the state’s 13 two-year campuses formerly known as UW Colleges, UW–Rock County began operating as a branch campus of UW–Whitewater under the new name of University of Wisconsin–Whitewater at Rock County. Together, these campuses form a preeminent academic institution driven by the pursuit of knowledge, powered by a spirit of innovation, and focused on transforming lives. The University of Wisconsin-Whitewater Campus and Rock Campus are located conveniently near Milwaukee, Madison, and Chicago, and thus offers the advantage of beautiful small-town environments with easy access to the cultural and commercial opportunities of major metropolitan areas.
The Warhawk family — led by caring faculty and staff — is devoted to student success within a broad range of academic programs. UW-Whitewater has a special mission within the UW System to serve students with disabilities and, as such, embraces the principles of universal design and is one of the most accessible campuses in the state. The campuses have more than 200 student organizations and UW-Whitewater is a Division III NCAA university. UW-Whitewater is committed to seeking and sustaining a culturally and ethnically diverse campus environment, building a diverse faculty and staff with expertise and interest in serving students with diverse needs, backgrounds, ethnicities, abilities and other distinct characteristics in respectful, sensitive and understanding ways. The University of Wisconsin-Whitewater is an Equal Opportunity and Affirmative Action Employer, and actively seeks and encourages applications from women, people of color, persons with disabilities, and veterans.
SPECIAL NOTES:
UW-Whitewater embraces AAC&U’s LEAP principles (http://www.uww.edu/leap) and emphasizes student, staff and faculty participation in High-Impact Practices (https://www.aacu.org/resources/high-impact-practices). The Office of Research and Sponsored Programs (http://www.uww.edu/orsp) provides support for faculty scholarly and creative activities as well as other opportunities to apply for reassigned time and/or other resources to support research activities. UW-Whitewater faculty and staff also have access to technology transfer and research resources provided by WiSys (https://www.wisys.org).
CONDITIONS OF APPOINTMENT:
University of Wisconsin-Whitewater does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources.
TO ENSURE CONSIDERATION:
Review of applications will begin August 20, 2019 and this position will remain open until filled. Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated and the most qualified applicants will be invited to participate in the next step of the selection process.
If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact us at 262-472-1024 or hrstudent@uww.edu.
For questions regarding the position, please contact:
Melissa Walton
Program Assistant Advanced Confidential
Waltonm@uww.edu
(262) 472 1385
HOW TO APPLY:
Only complete application packages will be considered. A complete application includes online submission of the following documents:
- Resume/CV
- Cover Letter/Letter of Interest
- Three Professional/Supervisory References with contact information
Who are you?
A potential applicant who is NOT currently employed by the University of Wisconsin System, click here and type in the Job ID: UW-Whitewater External Applicants
A current employee of the University of Wisconsin System, click here and type in the Job ID: UW-Whitewater Internal Applicants
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