Graduation and Commencement Specialist

Position Details
Position Information

Posting Number	SP003596P
Position Title	Graduation and Commencement Specialist
Location	Moscow
Division/College	Enrollment Management
Department	Registrar’s Office
FLSA Status	Overtime Eligible
Employee Category	Classified
Pay Range	$17.41 per hour or higher depending on education and experience
Type of Appointment	Fiscal Year
FTE	1
Full Time/Part Time	Full Time
Position Overview	This position is responsible for providing efficient and effective services and information to students, staff, and faculty. Extensive knowledge of University of Idaho academic rules, regulations and policy is required. This position is the main resource to faculty, staff and students regarding interpretation and application of University policies and procedures as they relate to graduation, transfer evaluation, the overall academic record, degree audit, maintaining accurate student record information and awarding degrees. Additionally, this position will assist the Transfer & Commencement Coordinator in partnering with the President’s Office and University Support Services in the planning and coordination of the commencement ceremonies, may represent the Office of the Registrar on committees regarding commencement ceremonies, and assist with budget decisions to provide suitable signature events within the financial means of the University. This position will assist and review graduation and transfer evaluation business processes and provide input regarding technology improvements.
Unit Overview	The University of Idaho Strategic Enrollment Management Division (SEM) assists students academically and financially to pursue their educational goals. We believe that learning never stops. University of Idaho can help learners continue their education face to face, online, while in high school, as a next step from secondary school, or for professionals who wish to continue to advance their education. SEM departments include: Admissions Processing, Admissions Recruitment, Academic Advising, Academic Support Programs, Career Services, Enrollment Management, International Programs Office, Military Programs, Registrar, and Student Financial Aid Services. The Office of the Registrar provides state-of-the-art service in the areas of registration and student records, and supports academic affairs in a variety of ways, ranging from publication of professional quality Class Schedules and General Catalogs to scheduling classroom space. By providing high-quality service to students, faculty, and staff in a broad range of activities, the Office of the Registrar plays a key role in the everyday life of the University.
Funding
A visa sponsorship is available for the position listed in this vacancy.	No
Internal Posting?

Position Responsibilities

Key Accountability	Provide quality graduation and degree clearance services by:
Job Duties	Analyzing graduation applications each semester for accuracy and completion of degree requirements. Communicating and collaborating with colleges to resolve student graduation deficiencies. Explaining university general education and degree requirements to various constituents. Maintaining the accuracy of the academic record by processing petitions, graduate transfer work, academic honors, processing substitution/waiver requests, graduate student plans, and teacher certifications. Processing requests for degree verifications. Collaborating with ROTC programs in certifying students’ completion of degree requirements. Ensuring the accuracy and processing of the diploma orders. Reviewing and updating office policies and procedure manuals. Reviewing state and university policies to ensure the Office of the Registrar is in compliance.

Key Accountability

Provide quality graduation and degree clearance services by:

Job Duties

Analyzing graduation applications each semester for accuracy and completion of degree requirements.
Communicating and collaborating with colleges to resolve student graduation deficiencies.
Explaining university general education and degree requirements to various constituents.
Maintaining the accuracy of the academic record by processing petitions, graduate transfer work, academic honors, processing substitution/waiver requests, graduate student plans, and teacher certifications.
Processing requests for degree verifications.
Collaborating with ROTC programs in certifying students’ completion of degree requirements.
Ensuring the accuracy and processing of the diploma orders.
Reviewing and updating office policies and procedure manuals.
Reviewing state and university policies to ensure the Office of the Registrar is in compliance.

Key Accountability	Provide quality support for commencement events by:
Job Duties	Assisting in directing, developing and promoting commencement initiatives. Working closely with the appropriate faculty/staff and centers to promote and facilitate commencement planning. Educating faculty/staff and centers on commencement protocols and details. Coordinating with vendors and fiscal specialist on diplomas, diploma covers, honor cords, and photography orders. Coordinating with other university support offices to ensure services are in place for commencement events. Collaborating with the President’s Office and University Support Services with event planning details, budget, and timeline. Collaborating with academic units to ensure accurate information is available to students. Collaborating with the President’s Office and University Communications and Marketing to develop branded communication and an up to date robust website. Maintaining and updating student information systems and website information in relation to graduation and commencement activities. Collaborating with the Information Reporting Analyst to develop and maintain accurate reports for the university and academic units

Key Accountability

Provide quality support for commencement events by:

Job Duties

Assisting in directing, developing and promoting commencement initiatives.
Working closely with the appropriate faculty/staff and centers to promote and facilitate commencement planning.
Educating faculty/staff and centers on commencement protocols and details.
Coordinating with vendors and fiscal specialist on diplomas, diploma covers, honor cords, and photography orders.
Coordinating with other university support offices to ensure services are in place for commencement events.
Collaborating with the President’s Office and University Support Services with event planning details, budget, and timeline.
Collaborating with academic units to ensure accurate information is available to students.
Collaborating with the President’s Office and University Communications and Marketing to develop branded communication and an up to date robust website.
Maintaining and updating student information systems and website information in relation to graduation and commencement activities.
Collaborating with the Information Reporting Analyst to develop and maintain accurate reports for the university and academic units

Key Accountability	Provides transfer evaluation services by:
Job Duties	Collaborating with colleges and departments to establish course equivalencies. Accurately posting transfer courses to the student academic record. Explaining transfer policies and procedures to students, faculty, and staff. Maintaining and updating transfer equivalency guides. Maintaining and creating transfer articulation reports. Presenting information to students, faculty, and staff at various university events. Assisting and collaborating with other Registrar Office staff to ensure domestic and international transfer agreement information is updated and disseminated quickly and accurately. Reviewing main feeder school’s catalogs annually for course additions or updates and consults with colleges and departments if necessary. Reviewing state and university policies to ensure the Office of the Registrar is in compliance. Reviewing and updating office policies and procedures manuals. Researching institutions unfamiliar to the University of Idaho for students requesting transfer evaluation to verify accreditation status of institution and course equivalencies. Reviewing and verifying transcripts from other institutions for authenticity.

Key Accountability

Provides transfer evaluation services by:

Job Duties

Collaborating with colleges and departments to establish course equivalencies.
Accurately posting transfer courses to the student academic record.
Explaining transfer policies and procedures to students, faculty, and staff.
Maintaining and updating transfer equivalency guides.
Maintaining and creating transfer articulation reports.
Presenting information to students, faculty, and staff at various university events.
Assisting and collaborating with other Registrar Office staff to ensure domestic and international transfer agreement information is updated and disseminated quickly and accurately.
Reviewing main feeder school’s catalogs annually for course additions or updates and consults with colleges and departments if necessary.
Reviewing state and university policies to ensure the Office of the Registrar is in compliance.
Reviewing and updating office policies and procedures manuals.
Researching institutions unfamiliar to the University of Idaho for students requesting transfer evaluation to verify accreditation status of institution and course equivalencies.
Reviewing and verifying transcripts from other institutions for authenticity.

Key Accountability	Provide excellent customer service by:
Job Duties	Interacting with current and prospective student, faculty and staff, parents and alumni to provide information regarding academic regulations and procedures related to students registrations and records. Working effectively to provide assistance and training with VandalWeb services. Providing course descriptions upon request.

Key Accountability

Provide excellent customer service by:

Job Duties

Interacting with current and prospective student, faculty and staff, parents and alumni to provide information regarding academic regulations and procedures related to students registrations and records.
Working effectively to provide assistance and training with VandalWeb services.
Providing course descriptions upon request.

Key Accountability	Support the morale and efficiency of the Office of the Registrar by:
Job Duties	Serving as telephone support for office’s main line; providing correct information as well as connecting callers with appropriate office for service. 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 as assigned.

Key Accountability

Support the morale and efficiency of the Office of the Registrar by:

Job Duties

Serving as telephone support for office’s main line; providing correct information as well as connecting callers with appropriate office for service.
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 as assigned.

Position Qualifications

Required Experience	Experience coordinating activities requiring complex arrangements. Experience handling a variety of projects simultaneously that require a high degree of attention to administrative details. Experience researching, interpreting, and applying policies and procedures. Experience giving strong attention to detail.
Required Education	High school diploma or equivalent
Required Licensures, Certifications or other
Additional Preferred	Education Bachelor’s degree. Experience Experience working in higher education. Experience working with automated student systems. Experience working in a post-secondary environment. Skills/Ability to: Ability to coordinate complex events. Familiarity with FERPA and University of Idaho academic policies and procedures. Ability to understand and explain complex concepts to others in a clear manner. Ability to adapt quickly to changing policies and procedures. Ability to handle sensitive information in discreet and professional manner. Knowledge of UI academic rules and regulations for undergraduate level advising and curriculum. Ability to work in a repetitive, detail-oriented environment. Demonstrated interpersonal skills while working under pressure and with individuals of varying cultural and socio-economic backgrounds. Excellent written and communication skills.
Physical Requirements
Working Conditions
Degree Requirement	Listed degree qualification is required at time of hire

Posting Information

Posting Date	09/19/2022
Closing Date
Open Until Filled	Yes
Special Instructions to Applicants	This position is open until filled, however, applications received on or before October 3, 2022 will receive first consideration. Posting will remain open until a suitable pool of candidates is identified. Applicants: Please use your letter of qualification to explain in detail how your work experience, skills, and abilities meet both the required and preferred qualifications as listed in the position description. Your letter of qualification will be used to demonstrate your communication and writing skills to determine your ranking among the other applicants for this position. For resources about how to write a letter of qualification, please visit the HR website here: Applicant Resources – Careers University of Idaho (uidaho.edu)
Applicant Resources	https://www.uidaho.edu/human-resources/careers/applicant-resources
Background Check Statement	Applicants who are selected as final possible candidates must be able to pass a criminal background check.
EEO Statement	The University of Idaho (U of I) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. Women, minorities, people with disabilities and veterans are strongly encouraged to apply. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, U of I does not discriminate on the basis of race, color, religion, national origin, sex, age, sexual orientation, gender identity/expression, disability, genetic information or status as any protected veteran or military status in its programs or activities, including employment, admissions and educational programs.

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