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The Support Professional, Student Records - Graduation Specialist supports all of the student service activities related to student records including, but not limited to, graduation audits and reverse transfer audits, graduation processes, and general student record maintenance. This position will be under the direction of the Assistant Registrar-Graduation, working independently but also partnering with other Support Professionals. This individual will complete the necessary requirements to assure that students are successful in navigating the various policies and processes of their college education at GRCC.
Requisition ID:
Employee Group: APSS
Position Number: 00001438
Schedule: 40 hours/52 weeks, Monday through Friday, 8:00 AM - 5:00 PM (Must be willing to work a flexible schedule. Schedule may need to be adjusted to accommodate peak periods. This may include some evenings and weekends.)
Compensation: Level A
Benefits: Full-time
Reports to: Assistant Registrar
Posting Opens:
Posting Closes:
ESSENTIAL JOB FUNCTIONS
- Maintain strong working knowledge of GRCC catalog and GRCC policies as they pertain to graduation; maintain accuracy of historical records
- Process Graduation Applications and the College Generate Graduates list ensuring students are evaluated for graduation at the end of the semester
- Post degrees/certificates within the allotted time frame as dictated by reporting requirements, prepare diplomas with appropriate names and signatures, and be responsible for issuance and mailing to students
- Automatically graduate students that have met their degree requirements through the use of Academic Advisement query
- Assist with the development of commencement list and maintain graduation list for each semester
- Post substitutions and waivers toward graduation requirements in PeopleSoft and Academic Advisement
- Track, maintain, and report the numbers of graduates each semester
- Support graduates requiring state licensure by providing verification of degree requirement completion as needed
- Provide exceptional customer service when assisting students on the phone, by email, and in person with all areas of student records, fostering a friendly, supportive, and welcoming environment for customers
- Serve as the point of contact for students that have questions about graduation and their attainment of their diploma. Refer customers to professional staff in the Student Records Office and other GRCC departments as necessary
- Receive and respond to incoming phone calls to the Student Records Office
- Solve problems related to graduation and student records
- Run PeopleSoft queries and reports as requested
- Correct or adjust student records to accurately reflect their academic program
- Input information for Delta Pi Alpha and Phi Theta Kappa honor societies
- Assist in patch testing for updates to the Campus Wide Information System (PeopleSoft)
- Serve as backup for Student Records processes as necessary
- Attend and give support during the Commencement Ceremony
- Regular attendance during normal scheduled hours is required. Being present is essential for serving customers and performing the essential functions of this position
- Perform other related duties as assigned
JOB SPECIFICATIONS
Education
- Associate’s degree required or comparable combination of relevant education and experience
Experience
- Two (2) years of experience in a similar customer service position, in higher education, required
- Three years of experience in a similar customer service position, in higher education, preferred
- Experience with PeopleSoft or relational database systems preferred
Skills
- Must have or be able to attain thorough knowledge and accurate information on every program offered to certify students for graduation
- Ability to deal effectively with people of diverse backgrounds and linguistic abilities in complex situations
- Demonstrated excellent interpersonal, presentation, and communication skills, both oral and written
- Highest quality front-line customer service and complaint resolution skills
- Must be efficient and possess good organization, problem-solving, decision-making, and analytical skills. Must use good and independent judgment in handling sensitive or difficult situations.
- Ability to research, analyze, and develop systems and coordinate, monitor, and respond to Student Records or graduation related needs
- Proven initiative, follow through, resourcefulness, and completion of tasks in a timely, efficient manner
- Finalists must possess excellent proofreading skills and have aptitude for detailed work. A skills assessment may be required.
Mental Demands
- Possess strong mathematical/organizational/logic skills for dealing with large volumes of data and rules of graduation governance
- Ability to do detail work independently with highest level of accuracy; ability to handle multiple tasks simultaneously; self-starter
- Able to work under pressure with many interruptions in a busy, student-centered environment with a high level stress of tolerance
- Ability to function effectively as a member of a team in a multi-person, high-volume customer service department, promoting a positive working environment with a spirit of cooperation
- Ability to practice quality improvement and adapt to changing technologies and responsibilities
- Must maintain highest level of confidentiality; proven attendance and punctuality record
Physical Demands
- Able to sit at a desk for extended periods of computer usage daily
Working Conditions
- GRCC will comply with any mandated health and safety requirements. Compliance information is available on our policies website.
- Able to work indoors in an office setting with extended computer usage daily
- Flexible in schedule to accommodate peak periods during the semester