Graduation and Commencement Specialist - Registrar - 19078

ATTENTION:

The Office of the Registrar in the Division of Enrollment and Retention at the University of Wisconsin-Whitewater seeks a Graduation and Commencement Specialist (Student Records & Curricular Specialist I, AE104).

Academic Staff positions are provided fixed term appointments with annual renewals unless otherwise noted. Reappointment for subsequent terms is dependent upon performance, University funding and external forces.



JOB DETAILS:

The Graduation and Commencement Specialist provides service to the academic community and the Office of the Registrar by providing outstanding service to our students, the campus community, and the public. The Graduation and Commencement Specialist oversees graduation applications, evaluation of degree completion, communications with students and college degree clearance representatives, maintains degree audits, and related processes. The Graduation and Commencement Specialist analyzes and updates the processes pertaining to this position for efficiencies. The Graduation and Commencement Specialist reviews and certifies students for degree completion. The Graduation and Commencement Specialist assist with commencement ceremony planning regarding student participation processes. The Graduation and Commencement Specialist works with other Office of the Registrar’s staff to ensure excellent service to the University community and by performing other duties as assigned. The individual in this position is a member of the Office of the Registrar team and works cooperatively with other office staff to achieve University and Office of the Registrar’s goals. This position reports to the Registrar.



QUALIFICATIONS:

MINIMUM QUALIFICATIONS

• Bachelor’s degree or equivalent experience
• Three years customer service and office support function experience
• Demonstrated experience managing and working with software applications such as Microsoft Office
• Strong interpersonal and written communication skills; demonstrated ability to interact effectively with a wide range of people/stakeholders

KNOWLEDGE, SKILLS, & ABILITIES

• Ability to work independently solving issues and performing liaison activities in a work setting
• Ability to organize and manage events
• Demonstrated attention to detail and ability to refine processes and procedures
• Ability to handle multiple priorities concurrently
• Ability interpreting, applying, and explaining complex information such as regulations, policies, or services
• Ability to handle confidential information
• Ability to research a variety of sources to collect requested information, to provide accurate and timely information, and handle problems courteously
• Professional demeanor
• Strong knowledge of general office policies and procedures
• Supervisory experience
• Experience in higher education
• Knowledge of PeopleSoft or other large software products
• Strong knowledge of general office policies and procedures
• Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary trainings and drills
• Ability to interact respectfully with people from diverse socioeconomic, cultural, and ethnic backgrounds

RESPONSIBILITIES:

Coordinate and maintain degree clearance process by:

· Managing daily operations to ensure a smooth delivery of services.

· Analyzing and interpreting workflow to assign work and identify training needs.

· Solving multiple problems related to degree clearance with college partners.

· Performing and educating college partners in all functions pertaining to degree clearance.

· Explaining and interpreting the Academic Advisement Report (AAR) to students, faculty and staff as needed.

· Monitoring and processing updates to degree requirements on the AAR.

· Processing specialized clearance requests.

· Coordinating degree holds with financial services.

· Informing staff and the campus community of procedural and policy changes.

· Monitoring degree ordering processes and troubleshooting issues as they arise.

· Monitoring and processing degree verification requests.

· Maintaining strong working knowledge of all university policies, and state and federal regulations.

· Presenting training on university systems and procedures to staff, and faculty.

· Maintaining an operational manual.

· Assisting with orientation operations and commencement.

Monitor and process graduation applications by:

· Develop and maintain communications to students nearing degree completion.

· Reviewing all applications for accuracy.

· Updating students record to reflect graduation application status.

· Coordinating graduation fee charges with financial services.

· Reviewing posting of graduation fees and academic honors for accuracy.

· Evaluating current procedures and policies for efficiencies and develops and implements changes.

· Playing a lead role in planning and implementing new or updated automated features and applications to the Student Information System.

Provide commencement support by:

· Attending Commencement Committee meetings.

· Collaborating with Commencement Event Coordinator with commencement ceremony preparations pertaining to students.

· Providing leadership during commencement ceremony, including student lineup, tickets and Salute to Grads with the university bookstore.

· Reviewing commencement program for accuracy

· Maintaining an operational manual.

Monitor diploma ordering, release, and degree verification processes by:

· Providing quick responses to degree verification inquiries received through the National Student Clearinghouse.

· Reviewing and sending diploma file to vendor for processing.

· Coordinating diploma holds with financial services.

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

· 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 and duties as assigned.

· Ability to interact respectfully with people from diverse socioeconomic, cultural and ethnic backgrounds.

· Willingness and ability to be an active participant in following applicable safety rules and regulation, including necessary training and drills.



CAMPUS INFORMATION:

Founded in 1868, UW–Whitewater is one of eleven comprehensive universities in a public higher education system that also includes two doctoral institutions and a statewide Extension. UW-Whitewater’s main campus is located in Whitewater, with a branch campus in Rock County, in the city of Janesville. Together, these campuses form a preeminent academic institution driven by the pursuit of knowledge, powered by a spirit of innovation, and focused on transforming lives. UW-Whitewater’s campuses are located conveniently near Milwaukee, Madison, and Chicago, and thus offer the advantage of beautiful small-town environments with easy access to the cultural and commercial opportunities of major metropolitan areas.

The Warhawk family — led by caring faculty and staff — is devoted to student success within a broad range of academic programs offered at the associate, bachelor, master, and doctoral levels. These include both on-campus and online programs, and span the disciplines, from the theoretical to the applied, and encompass study in the arts, business, education, humanities, natural sciences, social sciences, technology, and professional and interdisciplinary programs.

UW-Whitewater has a special mission within the UW System to serve students with disabilities and, as such, embraces the principles of universal design and is one of the most accessible campuses in the nation. The campuses have more than 200 student organizations and UW-Whitewater’s intercollegiate athletic teams compete at the NCAA Division-III level. UW-Whitewater is committed to seeking and sustaining a culturally and ethnically diverse campus environment, building a diverse faculty and staff with expertise and interest in serving students with diverse needs, backgrounds, ethnicities, abilities and other distinct characteristics in respectful, sensitive and understanding ways. The University of Wisconsin-Whitewater is an Equal Opportunity and Affirmative Action Employer, and actively seeks and encourages applications from women, people of color, persons with disabilities, and veterans.



ORGANIZATION INFORMATION:

The University of Wisconsin-Whitewater is part of the 13-campus University of Wisconsin System ( https://www.wisconsin.edu ).

Wisconsin Statute 19.36(7)(b) provides that applicants may indicate in writing that their identity should be kept confidential. In response to a public records request, the University will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful final candidate will be released. See Wisconsin Statute 19.36(7)(a).

Per Regent Policy Document 20-19, University of Wisconsin System Criminal Background Check Policy and UW System Administrative Policy 1275 Recruitment Policies, UW-Whitewater requires criminal background checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment. All final candidates must be asked, prior to hire, whether they have been found to have engaged in, are currently under investigation for, or left employment during an active investigation in which they were accused of sexual violence or sexual harassment. When obtaining employment reference checks, these same sexual violence or sexual harassment questions must also be asked.

The University of Wisconsin-Whitewater requires that all employees be active participants in following applicable safety rules and regulations including necessary training and drills.

For UW-Whitewater Campus safety information and crime statistics/annual Security Report, see http://www.uww.edu/asfr . If you would like a paper copy of the report please contact the UW-Whitewater Police at 262-472-4660.



COMPENSATION AND BENEFITS:

Well-qualified candidates can expect a starting annual salary within a range of $38,000 – $42,000.

UW System employees receive an excellent benefit package. To learn more about the UW System’s comprehensive benefit package, review the UW System Employee Benefits Brochure .



CONDITIONS OF APPOINTMENT:

University of Wisconsin-Whitewater does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources. UW-Whitewater is not an e-verify employer, therefore STEM extensions are not options for work authorization.



TO ENSURE CONSIDERATION:

Applications received by January 8, 2022 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. The most qualified applicants will be invited to participate in the next step of the selection process.

If you have questions regarding this recruitment or if you are unable to complete the application online due to a disability or system problem, please contact us at (262) 472-1072 or hrstudent@uww.edu .

For questions regarding this position, please contact:

Melissa Walton

Executive Assistant II

262-472-1385

waltonm@uww.edu



TO APPLY:

Only complete application packages will be considered. This includes online submission of the following documents:

• Cover Letter
• Resume
• Name and contact information for three professional references

This Job ID is 19078.

Application Links:

A potential applicant who is NOT currently employed by the University of Wisconsin System, click here:

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A current employee of the University of Wisconsin System, click here :

UW-Whitewater Internal Applicants

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