Specialist, Graduation & Records

Description of Job Function 1. In-depth knowledge of admissions and records policies, practices, and procedures as they relate to community colleges. Description of Job Function 2. Reviews and articulates all college/university transcripts to determine appropriate college level, and equivalency. Description of Job Function 3. Evaluates and articulates credit toward degree and/or certificate program. Description of Job Function 4. Process, equates, and posts accelerated credits (CLEP, AP, etc.) according to state and national guidelines. Description of Job Function 5. Interfaces with academic departments collegewide to discern course waivers and substitutions. Description of Job Function 6. Creates and maintains institutional catalogs for all incoming transfer work and establishes course and grade mode equivalencies. Description of Job Function 7. Certifies and posts program and degree requirements for all AA, AS, AAS degrees and certificates. Description of Job Function 8. Processes all graduation applications, commencement ceremony tickets, cap and gown orders, and the printing and mailing of certificate and degree awards. Description of Job Function 9. Reconciles error reports to ensure integrity of the decisions and degrees awarded. Description of Job Function 10. Processes compliance (degree audit) reports. Description of Job Function 11. Interprets transfer credit awarded for students and staff to ensure understanding of how course work has been applied toward a program or degree. Description of Job Function 12. Responds to on-line and telephone queries. Description of Job Function 13. Processes special requests from faculty, staff, and students. Description of Job Function 14: District Office Lead Functions: 1. Distributes daily work and informs the Assistant Director of current staff workload and staff productivity; 2. Creates reports as needed and runs and reviews edit reports; 3. Prepares a training agenda and conducts training on the Graduation and Records duties and responsibilities; 4. Resolves student related issues from frontline staff; 5. Provides frontline service to staff with highly sensitive issues. Description of Job Function 15. Performs other related duties as assigned.

Qualifications

Drivers License Requirement Drivers License Requirement Not Applicable Required Qualifications Required Minimum Education Associate's Degree from a regionally accredited institution. Required Field of Study Other Required Qualifications Experience working with students in an educational setting. Required License/Certification Preferred Qualifications Preferred Education & Field of Study Bachelors degree from an regionally accredited institution. Preferred Type of Experience Preferred Licenses/Certification Knowledge, Skills and Abilities Knowledge, Skills and Abilities Knowledge of FERPA and Admissions/Records policies, practices and procedures.

Knowledge of transfer evaluation and evaluation agencies.

Knowledge of higher education and the mission of the college.

Ability to utilize critical thinking skills to exercise judgment and discretion.

Strong interpersonal problem solving skills.

Ability to manage multiple responsibilities simultaneously.

Ability to diagnose issues from a “systems” perspective and relate information to the Office of Information Technology staff.

Ability to communicate both orally and in writing.

Ability to travel within district.

Ability to work effectively in a diverse community and meet the needs of diverse student populations.

Ability to collaborate with other departments in order to resolve student issues to full resolution.

Ability to access and retrieve data from a computer and proficiency using Microsoft Word, Excel, and other comparable software programs [required].

Ability to multi-task, meet specific deadlines.

Ability to work with confidential information.

Ability to look at computer for extended periods of time.

Attention to detail, accuracy, persistence, and follow-through. Working Conditions General Working Conditions This job primarily operates in a professional office environment. The employee will routinely operate standard office equipment including but not limited to computers, keyboards, mouse, phones, photocopiers, printers, scanners, filing cabinets and fax machines. While performing the duties of this job, the noise level in the work environment is usually quiet to moderate.

Typical physical competencies include but are not limited to frequently remaining stationary, moving, reaching, positioning self and occasionally ascending/descending, lifting/moving objects weighing between 5-15 pounds. This job also entails frequently communicating, discerning and exchanging information, detecting and perceiving objects up close, at a distance, and the ability to adjust focus. Cognitive abilities include but are not limited to frequently using discretion, judgment, reasoning, memory, learning, maintaining confidentiality, comprehension, problem solving, and decision-making.

The typical work environment, physical and cognitive demands listed above are representative of those that must be met by an employee to successfully perform the essential functions of this job. The College has a process to identify and make available reasonable accommodations to enable individuals with disabilities to perform the essential functions. Job Specific Designation Supplemental Questions

Required fields are indicated with an asterisk (*).

• * Do you have experience working with students in an educational setting? If so, please explain.

  (Open Ended Question)

• * Do you have any advising experience? If so, please briefly describe the setting and responsibilities of the role.

  (Open Ended Question)

• * Do you have knowledge of college admissions, records and or financial aid procedures policies (including FERPA and student confidentiality)?

  (Open Ended Question)

Documents Needed to Apply Required Documents

• Cover letter
• Resume/Vita

Optional Documents

• Veterans Preference Verification Documentation
• Reference Letter 1
• Reference Letter 2
• Reference Letter 3
• Other Documents