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(Archived) Specialist IV - Graduation Specialist IV

Last Updated: 5/31/23

Job Description

Department: Registrar

Full Time

Open until filled: Yes

Requisition: 202300125S

Educational and Experience Requirement:

Bachelor’s degree in a related field. Two years of experience in a related field. Certifications may be required. A combination of education, experience, and training that would produce the required knowledge and abilities could be considered.

Nature & Purpose of Position:

Performs advanced specialist duties for the Registrar’s office.

Primary Responsibilities:

Evaluates degree plans with an intermediate knowledge of all degree programs (majors/minors, etc.), their specific requirements, and calculates grade point averages or grade point deficiencies.

Confirms degree candidate’s status of degree eligibility. Identifies degree candidate’s initial status as well as final, end of term award, or denial of degree decision. Maintains individual student degree plans by processing requested substitutions to the student plans using Degree Works.

Reviews and interprets advisor’s notes along with submitted exception forms. Maintains records of conversation exchanges with students. Communicates and engages with internal and external stakeholders. Processes various curriculum changes received in Banner in accordance with the various restrictions associated with degrees, majors, and minors. Generates reports through Cognos software to verify accuracy of student data. Maintains scanned documentation of student confidential records. Responsible for key components in preparation of commencement.

Verifies degree candidate names for the commencement program, graduation honors, and prepares seating cards for applicable candidate participation along with honors recognition. Prints eligible candidate diplomas and prepares for mail. Attends all ceremonies. Physical exertion is necessary leading up to the ceremonies, during each ceremony, and at the conclusion of the events with attendance requiring the ability to stand for long periods of time. Provides set-up and breakdown of various elements for commencement. Assists with coordination of specialized projects as needed. Complies with Family Educational Right to Privacy Act (FERPA)regulations and exercises a high level of confidentiality regarding student records. Requires thorough and professional written and verbal communication skills. Performs other related duties as assigned.

Other Specifications:

Requires intermediate understanding of office operations and system functionality with a willingness to receive input and develop new processes. Demonstrates an avid interest in continuously enhancing technical skills and learning new ones; applies advanced technical knowledge and innovation to enrollment service processes and complex functional problem-solving daily. Requires intermediate understanding of project management with the ability to negotiate, persuade and give/receive feedback. Serves as a resource for students and colleagues. Serves as a leader on campus and across the profession in fostering a culture that supports a safe and open exchange of ideas. Represents the institution publicly and advocates for students, policy, and institutional goals. Helps lead institutional Strategic Enrollment Management plans and initiatives. Must possess an intermediate understanding of applicable institutional policies and procedures, state and federal laws, professional standards, student privacy, and record keeping. Must have the ability to work with faculty and other campus constituencies to ensure appropriate compliance including assessing possible violations, and investigating claims, with the authority to report findings and if necessary, implement changes in institutional processes/procedures. Requires an understanding of the appropriate interaction with college counsel and law enforcement, and the proper response to subpoenas for the release of student records.

Up to 20% of this position, over the fiscal year during off-peak periods, may be performed remotely as determined by the supervisor.

Sam Houston State University is an Equal Employment Opportunity/Affirmative Action Employer and Smoke/Drug-Free Workplace. All qualified applicants will receive consideration for employment without regard to race, creed, ancestry, marital status, citizenship, color, religion, sex, national origin, age, veteran status, disability status, sexual orientation, pregnancy, or gender identity or expression. Sam Houston State University is an “at will” employer. Employees with a contract will have additional terms and conditions. Security sensitive positions at SHSU require background checks in accordance with Education Code § 51.215.

Physical Address:

Human Resources Department

1831 University Ave, John W. Thomason Bldg. Suite 202

P.O. Box 2356

Huntsville, TX 77341-2356

SHSU Employment Office: [Register to View]


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Company Details

Huntsville, Texas, United States
A Great Name in Texas Education! Named for Texas’s greatest hero, Sam Houston State University (SHSU) continually honors its historical roots through academic excellence. For more than 140 years, SHSU has been preparing students for meaningful lives of achievement. Its motto, “The measure of a Life is its Service,” resonates among its approximately 21,612 students, eight college...