DEFINITION: 

This position is a critical position in the Registrar’s Office and supports graduates and program completion efforts. The Specialist processes all graduation applications which includes communicating with students about any credential deficiencies that could prevent program completion. The Specialist is responsible for processing Finish First and Reverse Transfer graduates. The Specialist orders and distributes all degrees, diplomas, and certificates and ensures that all graduates of the College meet or exceed the minimum standards and requirements as set forth by SACS, NCCCS, and CFCC.  

SUPERVISION RECEIVED AND EXERCISED: 

Receives direction from an Assistant Registrar.

Duties & Responsibilities (Essential Functions)

ESSENTIAL AND OTHER IMPORTANT FUNCTIONS STATEMENTS:

Essential and other important responsibilities and duties may include, but are not limited to, the following:

Essential Functions:

Receive graduation applications, evaluate, and send status information to applicants. 

Review, process, and coordinate Finish First completions. 

Review, process and coordinate Reverse Transfer completion.

Audit program completion and graduate students after all program requirements have been met. 

Order paper credentials and proof and edit for accuracy. 

Participate at the graduation ceremonies. 

Post graduation honors information including PTK, Honors Program Completion, and President’s Awards. 

Send graduation information regarding caps and gowns and graduation ceremony information via email. 

Process Basic Law Enforcement Training (BLET) graduates. 

Receive and process orders for replacement diplomas. 

Research requests from former students regarding their graduation status. 

Work with the Transcript Evaluation Coordinator in the posting of transfer credit needed to graduate. 

Compile reports of expected and actual graduates by program to those in need of this data. 

Maintain paper records as necessary.   

Process course substitutions and requisite waivers. 

Consults with academic advising, Instructional areas, and the Transcript Evaluation Coordinator in relation to course substitutions to assist in the completion of program requirements. 

Document reasons for any student not meeting requirements to graduate and re-coding them for future graduation or advising the student for next steps to completion. 

Stay informed of curriculum program changes and the addition of new programs. 

Ensure student privacy in all communications and maintain a secure environment for all student records.   

Investigate, research, and explore new procedures and technologies, in order to improve the graduation process. 

Participate in professional development opportunities in the area of professional expertise. 

Serve as backup for the Enrollment Management Services window as needed. 

Assist with special projects, events, registration, and orientation as needed. 

Maintain awareness of new developments in Ellucian Colleague, Softdocs, Informer, and Aviso software, and any new upgrades that will be incorporated into daily responsibilities. 

Support faculty, staff, and students with various items as it relates to completion. 

Participate on various college committees and other institutional activities as needed. 

Required to maintain current in the required fields of professional expertise and competencies.    

Perform other related duties and responsibilities as required. 

 Other Important Functions:

None

 QUALIFICATIONS:

Knowledge of:

Ability To:

Perform accurate data entry in Ellucian Colleague. 

Maintain and update computer records, files and other documents.

Compile information and prepare computer-generated reports. 

Must have ability to work with minimal supervision and to self-audit graduation records. 

• Maintain effective audio-visual discrimination and perception needed for:
  1. Making observations
  2. Reading and writing
  3. Communicating with others
  4. Operating assigned equipment
  5. Handling varied tasks simultaneously
• Maintain physical condition appropriate to the performance of assigned duties and responsibilities, which may include the following:
  1. Standing or sitting for extended periods of time
  2. Operating assigned equipment
  3. Handling varied tasks simultaneously 
  4. Bending, stooping, climbing, or lifting up to 50 pounds
• Maintain mental capacity, which allow the capability of:
  1. Making sound decisions
  2. Responding to questions
  3. Demonstrating intellectual capabilities

Qualifications

EXPERIENCE AND TRAINING GUIDELINES:

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be:  

Minimum Education/Training:  

Associate’s Degree or higher from an accredited college and at least two years of Student Services experience in a post-secondary educational setting. 

Minimum Experience:  

Must be organized, thorough, and able to perform with a high level of attention to detail, accuracy, and integrity. Must be able to independently problem solve issues and plan workload efficiently to complete all daily tasks.  

Preferred Education/Training, Experience, Skills:  

Experience with Ellucian Colleague (or another integrated student data system) Document imaging system experience, such as Softdocs experience, is a plus. Experience with academic program interpretation and with completion standards.

Supplemental Information

Special Instructions to Applicants: 

• This position REQUIRES UNOFFICIAL TRANSCRIPTS AND/OR TRAINING CERTIFICATIONS be submitted in addition to the application. Please have these documents ready to upload when applying.
   

• Candidates are required to submit OFFICIAL TRANSCRIPTS for all degrees obtained prior to their first day of work or hire date. If the highest level of education is a High School diploma or equivalent, proof of completion is required.

• Applicants who have obtained their education outside of the US and its territories must have their academic degree(s) validated, at their own expense, by an outside credential evaluation service as equivalent to the Baccalaureate or Master’s degree conferred by a regionally accredited college or university in the United States.