Graduation Services Coordinator

Job Summary :

The Coordinator Graduation Services is responsible for oversight of graduation processing, degree certification and awarding, and functional oversight of degree auditing software.

This position processes graduation applications, evaluates degree requirements, and determines eligibility for graduation.

This role maintains functional oversight of degree auditing software. The Coordinator Graduation Services supports the day-to-day operations of the Office of the Registrar and the Veterans Services Office and provides personalized assistance to students, faculty, and staff.

Essential Job Functions :

Interpret federal, state, and institutional policies and professionally communicate these to faculty, students, and staff.

Maintain a current understanding of academic policies, procedures, and processes related to student records. The Office of the Registrar is accountable for compliance with institutional and OSRHE policies.

Evaluate and process graduation applications, as well as communicate graduation status to students and academic advisors.

Serve as the primary contact for graduation related policies and procedures.

Ensure the accuracy, integrity and completeness of students' degree requirements for degree certification in compliance with institutional, state and federal regulations.

Perform post-graduation duties, including but not limited to diploma processing.

• Serve as the primary functional user for institutional degree auditing software. Provides degree audit training and assists advisors with degree requirement exception processing.
• Monitors and updates curriculum changes across various campus systems including degree audit software and other campus communications.
• Promote graduation and transfer activities using various communication strategies. In collaboration with University Communications, create and maintain Graduation publications, marketing materials, and webpages.
• Assist the Advisement Team by providing academic advisement support to first-time, transfer, and returning students; strategizing with students on the timely completion of degree requirements and focusing on academic / career success.
• Coordinate data collection and reporting related to student outcomes. Collaborate with Office of Institutional Effectiveness and other areas to report graduation and commencement data.
• Provide frontline Registrar Services support as needed, including but not limited to ongoing review of student records, change of majors, data corrections, transcript processing, and enrollment verifications.
• Respond to student requests and complete position duties in a timely fashion to help promote student satisfaction and retention.
• Assist in campus wide retention and enrollment efforts as applicable to position.
• Participate in departmental documentation and process improvement efforts; exhibit an understanding to this positions role in the campus semester plans, standard operating procedures, key performance indicators, etc.
• Retain accurate student records and maintain student confidentiality by observing policies related to student privacy (FERPA).
• Scan all incoming documents to the student electronic file. Maintain a document verification and destruction schedule in compliance with state historical record management policies.
• Completes all mandatory training and participates in meetings and professional development activities.
• Performs other duties as assigned.

The duties listed in this job description are intended only as illustrations of the various types of work that may be performed.

The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Special Instructions to Applicants

Resume and Cover Letter required for full consideration

Position Qualification

Minimum Qualifications :

Education :

Bachelor's degree or equivalent experience.

Work Experience :

• Minimum of three years progressively responsible work experience in a related field.
• Experience working in a fast-paced and customer service rich environment.
• Experience working in both collaborative / team environments and in positions that require individualized work with minimal supervision.

Certifications / Licenses :

Must have current driver's license.

Knowledge, Skills, and Abilities :

• Strong interpersonal skills and ability to communicate diplomatically, clearly, and effectively, both verbally and in writing to exchange information, give / receive instructions and respond to inquiries appropriately with all students, faculty, staff and community partners.
• Exceptional problem solving and critical thinking skills required.
• Ability to handle multiple tasks and prioritize effectively with high degree of accuracy and attention to detail.
• Ability to think objectively and interpret meaningful themes from quantitative and qualitative data.
• Demonstrated coordination, planning, and organizational skills.
• Must be adaptable to performing under moderate levels of stress, imposed by frequent deadlines, peak workloads and public / student contact.
• High degree of initiative to work independently and also collaborate in a team environment.
• Ability to thrive in a high-paced and dynamic environment.
• Demonstrated knowledge of office technologies including but not limited to : office computers, fax machines, scanners, internet, Microsoft Office (Word, Excel, Access, PowerPoint, Outlook).
• Ability to manage multiple priorities imposed by frequent deadlines, peak workloads and public / student contact.
• Ability to perform basic math functions.
• Superior written and verbal communication skills.
• Passion for assisting customers and representing the OSU-OKC and OSU brand with positivity and professionalism.
• Demonstrated history of ethical and professional behavior.

Preferred Qualifications :

• Prior work experience in a college Registrar's Office or related field.
• Prior experience related to records management, curriculum processes and related policies.
• Knowledge and experience with graduation processing / degree certification

Working Conditions :

• Must be able to work flexible hours to include some nights and weekends.
• Work will be performed in an office environment with a significant amount of public contact, in person, by telephone, via email, and various communication platforms.
• Ability to work in a remote environment based on campus and departmental needs.

Physical Requirements :

• Duties require extended periods of sitting, talking and listening.
• Duties require extensive use of computers, telephone and other office equipment.
• May requires possible lifting of up to 25 lbs. (If an object weights more than 45 lbs., OSU-Oklahoma City requires this to be a two-person lift).
• Ability to operate a motor vehicle to attend 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.