Graduation Specialist

Graduation Specialist


Pitt Community College
1986 Pitt Tech Road
Winterville, NC 28590
Phone: 252-493-7200

Job Location

Main Campus, Winterville, NC


$33,137.00 - $41,421.00 Annually


State of NC Full Time Benefits

Job Category

  • Professional

Application Period

Opens: Wednesday, January 5, 2022
Closes: Sunday, January 23, 2022

Target Start Date

Tuesday, March 1, 2022

Expected Work Hours


Reports to

The Registrar

Employment Type

Full-Time Position

Minimum Qualifications

Minimum Education qualification: Bachelor’s degree in, education, student affairs, or related field. Preferred Education Qualification: Master's degree in education, student affairs, or related field; or any equivalent combination of training and experience which provides the required knowledge, skills and abilities. Two to three years’ work experience in student development services at a community college preferred.
Must have effective customer service orientation and interpersonal skills; excellent organizational and problem solving skills required; ability to effectively prioritize tasks to meet deadlines required; basic computer software skills including MS Office required. Excellent verbal and written communication skills, and analytical skills required.

Preferred Qualifications

Physical RequirementsTasks involve the ability to exert very moderate physical effort in light work, typically involving some combination of walking, standing, climbing, balancing, reaching, bending, stooping, kneeling and crawling, and which may involve the lifting, carrying, pushing and/or pulling of objects and materials of moderate weight (up to 20 pounds). 
Data Conception:  Requires the ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.
Interpersonal Communication:  Requires the ability of speaking and/or signaling people to convey or exchange information. Includes the receiving of information and instructions from supervisor and the giving of information and instructions.
Language Ability:  Requires ability to read a variety of books, policy and procedure manuals, schedules, etc. Requires the ability to prepare reports, logs, records, etc. with proper format, punctuation, spelling and grammar, using all parts of speech. Requires the ability to speak with and before others with poise, voice control and confidence.
IntelligenceRequires the ability to apply principles of logical thinking to define problems, collect data, establish facts and draw valid conclusions; to deal with several abstract and concrete variables.  Requires the ability to use influence systems in staff leadership; to learn and understand complex principles and techniques; to make independent judgments in absence of supervision; to acquire knowledge of topics related to primary occupation.  Must have the ability to comprehend and interpret received information.
Verbal AptitudeRequires the ability to record and deliver information, to explain procedures, to follow and give verbal and written instructions; to teach employees and counsel students. Must be able to communicate effectively and efficiently with persons of varying educational backgrounds and in a variety of technical and/or professional languages including counseling, etc.
Numeric Aptitude: Requires the ability to add and subtract totals, to multiply and divide, to use mathematical formulas, to determine percentages and decimals and to determine time.  Must be able to use practical applications of fractions, percentages, ratio and proportion.
Form/Spatial Aptitude:  Requires the ability to inspect items for proper length, width, and shape.
Motor Coordination:  Requires the ability to coordinate hands and eyes in using office equipment.
Manual Dexterity:  Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc.  Must have minimal levels of eye/hand/foot coordination.
Color Discrimination and Visual Acuity:  Requires the ability to differentiate colors and shades of color; requires the visual acuity to determine depth perception, night vision, peripheral vision, inspection for small parts; preparing and analyzing written or computer data, etc.
Interpersonal Temperament:  Requires the ability to deal with people beyond giving and receiving instructions.  Must be adaptable to performing under stress when confronted with emergency situations or tight deadlines.  The worker may be subject to tension as a regular, consistent part of the job.
Physical Communications:  Requires the ability to talk and hear: (talking: expressing or exchanging ideas by means of spoken words; hearing:  perceiving nature of sounds by ear).
Knowledge of Job: Has thorough knowledge of the methods, procedures and policies of the Student Development Services/Admissions and Records Division as they pertain to the performance of duties of the Graduation Specialist. Has considerable knowledge of the functions and interrelationships of the College and other governmental agencies.  Has knowledge of the laws, ordinances, standards and regulations pertaining to the specific duties and responsibilities of the position. Is able to make sound, educated decisions. Has thorough knowledge of principles and practices of student counseling on issues pertaining to admissions, academics, education, careers, and personal concerns. Has knowledge of how to develop effective relationships with students.  Is able to communicate effectively, tactfully and persuasively with students, staff members, etc. Is able to communicate in a highly professional and articulate manner with all levels of management and other persons. Is able to make effective presentations and discuss problems and possible solutions as required. Has knowledge of how to apply supervisory and managerial concepts and principles; has knowledge of administrative principles involved in developing, directing and supervising various programs and related activities.  Is able to offer instruction and advice regarding departmental policies, methods and regulations. Is able to perform employee evaluations and to make recommendations based on results.  Is able to offer training and assistance to co-workers and employees of other departments as required. Is able to take the initiative to complete the duties of the position without the need of direct supervision. Is able to plan, organize and prioritize daily assignments and work activities.  Has good organizational, technical and human relations skills.  Is able to learn and utilize new skills and information to improve job performance and efficiency.  Has knowledge of proper English usage, punctuation, spelling and grammar. Has knowledge of modern office practices and technology; is skilled in the use of computers for word processing and records management. Is able to read and interpret complex materials pertaining to the responsibilities of the job. Is able to assemble and analyze information and make written reports and records in a concise, clear and effective manner.  Has comprehensive knowledge of the terminology and various professional languages used within the department. Has knowledge of how to react calmly and quickly in emergency situations.
Quality of Work:  Maintains high standards of accuracy in exercising duties and responsibilities.  Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility.  Maintains high quality communication and interaction with internal and external entities with whom the position interacts.
Quantity of Work: Maintains effective and efficient output of all duties and responsibilities as described under "Specific Duties and Responsibilities."
Dependability:  Assumes responsibility for completing assigned work. Completes assigned work within deadlines in accordance with directives, policy, standards and prescribed procedures. Maintains accountability for assigned responsibilities in the technical, human and conceptual areas.
Attendance:  Attends and remains at work regularly and adheres to policies and procedures regarding absenteeism and tardiness.  Provides adequate notice to higher management with respect to vacation time and leave requests.
Initiative and Enthusiasm:  Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountabilities.  Strives to anticipate work to be accomplished, and initiates proper and acceptable action for the completion of work with a minimum of supervision and instruction.
Judgment:  Exercises analytical judgment in areas of responsibility.  Identifies issues or situations as they occur and specifies decision objectives.  Identifies or assists in identifying alternative solutions to issues or situations.  Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors.  Seeks expert or experienced advice where appropriate and researches issues, situations and alternatives before exercising judgment.
Cooperation:  Accepts supervisory instruction and direction and strives to meet the goals and objectives of same.  Questions such instruction and direction when clarification of results or consequences are justified, i.e., poor communications, variance with established policies or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation intra- and inter-departmentally.

Relationships with Others:  Shares knowledge with managers, supervisors and co-workers for mutual benefit.  Contributes to maintaining high morale among all employees.  Develops and maintains cooperative and courteous relationships inter- and intra-departmentally, and with external entities with whom the position interacts.  Tactfully and effectively handles requests, suggestions and complaints in order to establish and maintain good will.  Emphasizes the importance of maintaining a positive image.
Coordination of Work:  Plans and organizes daily work routine.  Establishes priorities for the completion of work in accordance with sound time-management methodology.  Avoids duplication of effort.  Estimates expected time of completion of work elements and establishes a personal schedule accordingly.  Attends required meetings, planning sessions and discussions on time.  Implements work activity in accordance with priorities and estimated schedules.  
Safety and Housekeeping:  Adheres to all established safety and housekeeping standards.  Ensures such standards are not violated.  
 Planning:  Plans, coordinates and uses information effectively in order to enhance activities and production. Knows and understands expectations regarding such activities and works to ensure such expectations are met. Develops and formulates ways, means and timing to achieve the goals and objectives. Effectively and efficiently organizes, arranges and allocates manpower, financial and other designated resources to achieve such goals and objectives. 
Organizing:  Efficiently organizes work and that of subordinate staff well. Ensures that personnel understand what results are expected of them and that each are regularly and appropriately informed of all matters affecting them and/or of concern to them.
Staffing:  Works with upper management, where appropriate, to select and recommend employment of qualified personnel. Personally directs the development and training of division personnel under charge, ensuring their induction, orientation and training.
Leading:   Provides a work environment, which encourages clear and open communications. Has a clear and comprehensive understanding of the principles of effective leadership and how such principles are to be applied. Provides adequate feedback to personnel under charge concerning their performance. Commends and rewards employees under charge for outstanding performance, and takes timely and appropriate disciplinary action as necessary. Exercises enthusiasm in influencing and guiding others toward the achievement of established goals and objectives.
Controlling:  Provides a work environment that is orderly and controlled. Coordinates, audits and controls manpower and financial resources efficiently and effectively. Coordinates, audits and controls the utilization of materials and equipment efficiently and effectively. Has a clear and comprehensive understanding of established standards, methods and procedures.
Delegating:  Assigns additional duties as necessary and/or appropriate in order to meet goals, enhance the abilities of personnel under charge, build their confidence and assist them in personal growth. Has confidence in staff to meet new or additional expectations.

Decision Making:  Exercises discretion and judgment in developing and implementing courses of action affecting functions under charge. Recognizes when a particular policy, procedure or strategy does not foster the desired result, moves decisively and explicitly to develop and implement alternatives.
Creativity:  Regularly seeks new and improved methodologies, policies and procedures for enhancing the effectiveness functions under charge. Employs imagination and creativity in the application of duties and responsibilities. Is not averse to change that supports achievement of goals and objectives.
Human Relations:  Strives to develop and maintain excellent rapport with personnel under charge. Listens to and considers their suggestions and complaints and responds appropriately.  Establishes a work environment to promote and maintain mutual respect.
Policy Implementation:  Has a clear and comprehensive understanding of policies regarding functions under charge and the function of the organization. Adheres to policies in the discharge of duties and responsibilities and ensures the same from personnel under charge.

Policy Formulation:  Maintains awareness of changes in operating philosophies and policies and routinely reviews policies to ensure that any changes in philosophy or prac­tice are appropriately incorporated into functions under charge. Recognizes and understands the relationship between operating policies and practices and morale and performance. Strives to ensure that established policies enhance same.



Position Description

Under direct supervision of the Registrar, the purpose of this position is to increase curriculum student transferability, retention, and graduation rates by proactively researching potential completers who have completed all graduation requirements, graduation applications, etc. by auditing student records for purposes of degree, diploma, or certificate graduation.

  • Manages the college's graduation application
  • Applies program exceptions and course substitutions to student records
  • Updates student records in Colleague 
  • Works closely with the Registrar to print official copies of appropriate degrees, diplomas and certificates to award the students
  • Provides lists of graduates for publication in print and on website
  • Coordinates Reverse Transfer program 
  • Communicates with deans and department chairs when necessary to confirm course substitutions
  • Proactively researches potential completers who have completed all requirements
  • Contacts potential completers who may be missing certain requirements
  • Oversight with the development and coordination of the college’s graduation/ commencement ceremony
  • Provides necessary information on potential graduates to the Commencement committee
  • Works with faculty and staff in developing proactive solutions to graduation related issues
  • Researches requests from faculty and from former students and graduates by locating and reviewing historical student records
  •  Confirms and updates student's graduation records when appropriate
  • Compares PCC graduation data to the state data warehouse to ensure accuracy
  • Works closely with Institutional Research and Registrar to provide analysis and information on completion rates and patterns for enrollment
  • Ensures all graduates of the College meet or exceed the minimum standards and requirements by the North Carolina Community College System, SACS and PCC
  • Perform other duties as assigned

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