The Degree Audit Specialist position is an important position within the Office of Academic Records. Accuracy and attention to detail are key in order to complete duties which include: completing degree audits; processing graduation applications and maintaining the student graduation list for each conferral period; managing student documents and folders; and providing excellent customer service to constituents including our off-campus locations.
Duties and responsibilities
Degree Audit Processes
- Confirms student eligibility for the conferral of degrees at each of the conferral periods.
- Evaluates degree audits to ensure applicants have met all degree requirements as published in the bulletin.
- Communicates with advisors and students concerning graduation deficiencies, procedures, and deadlines.
- Processes and enters graduation applications including marching without completion and graduation application revision forms.
- Processes and applies petitions to the degree audit making certain petitions are within policy.
- Works closely with the Associate Registrar for Undergraduate and Graduate Programs on special or unusual cases relating to degree requirements and graduation.
- Working knowledge of curriculum as it relates to performing the degree audit. This includes curriculum policies and definitions.
Conferral and Commencement Preparation
- Applies the graduation participation policy and maintains accurate participant lists related to ceremony attendance.
- Assists in preparation of the printed program and other related graduation ceremony materials.
- Assists in the creation and maintenance of degree conferral candidates for each graduation cycle.
- Assists the Grand Marshall on graduation weekends.
Undergraduate and Graduate Records Functions
- Responds to faculty and students’ questions and concerns related to programs and policies.
- Files, scans and maintains student academic records as directed by the Associate and Assistant Registrars.
- Ensures storage, security, accuracy and preservation of academic files and credentials in accordance with university policy, accreditation standards and privacy laws.
- Confers with relevant parties on matters related to curriculum changes and advisor assignments.
- Receives and routes all physical and digital forms including CLEP, petitions, transient student requests.
- Works with the Associate Registrar for Undergraduate and Graduate Programs on undergraduate and graduate policy issues.
- Handles inquiries concerning problems with issued diplomas.
Off-Campus Programs
- Processes undergraduate off-campus admissions which includes assigning student ID numbers, data-entry, processing forms and issuing acceptance letters.
- Maintains familiarity with the various off-campus agreements to make sure the requirements are being met for both admissions and graduation.
- Maintains lists of approved courses offered at off-campus program.
- Maintains list of faculty approved to teach at affiliations, and courses approved to teach.
General Academic Records Functions
- Supports the office and other team members in strategic planning, projects and other duties as needed or requested.
- Maintains and updates procedure manuals to ensure processes are well-documented.
- Sets a high standard of professionalism by providing high quality customer service to students, the general public, and university faculty and staff with a focus on care and being solution-oriented.
- Provide basic office support to the university, which may include answering incoming phone calls and taking messages; producing reports; assisting with walk-in traffic and supporting the office during peak times.
- Supervises student employees as assigned on daily responsibilities and tasks.
- Attends meetings and/or serves on university committees as requested by supervisor.
- Provides training to faculty and staff as deemed necessary by supervisor.
- Performs other duties as needed or requested.