Salem State University

Graduation Recorder

3 months ago(9/21/2017 3:16 PM)
State Title
Staff Assistant
Job Category
Registrar's Office
Pay Basis
Enter the Compensation Range for Applicants to View (Required for Administrator & Classified Positions)

General Statement of Duties

The staff assistant assists in the planning and organization of all facets of undergraduate and graduate graduation clearance and commencement planning activities in the academic services unit of the registrar’s office.  Provides assistance with all aspects of processes and issues related to academic progress and academic status; works with students, faculty and staff on all academic services-related questions.  Provides general day-to-day supervision as necessary to clerical employees in the academic, transfer services and operations units of the registrar’s office.

Duties and Responsibilities

  1. (E) With the staff associate for academic services and associate registrar, assists with the coordination of the graduation process, establishing, maintaining and monitoring student degree completion processes and procedures at the graduate and undergraduate levels
  2. (E) In collaboration with the staff associate for academic services, using the automated degree audit module, manual degree audit tools as appropriate, and 3Cs communication tools, reviews student records for completeness of degree requirements, generates deficiency reports and issues correspondence to students who have applied to graduate, and works with academic and student service departments to resolve students' graduation-related issues. Using the student administration system graduation tracking system, collects and reports data on applications for graduation, develops graduation listings for the commencement booklets and ensures accuracy and completeness of all listings
  3. (E) Meets with candidates for graduation to review deficiency notices and audit reports, assisting in the resolution of student problems for both graduate and undergraduate students as they arise. Researches issues and takes appropriate actions. Makes referrals to other areas as appropriate and contacts academic department chairpersons as necessary for clarification and assistance. Provides basic academic counseling related to graduation requirements
  4. (E) Working with the staff assistant for degree audit and systems, coordinates the processing of incoming academic actions (course substitutions, waivers, exceptions, transfer credit, advanced standing credit), analyzing the impact of these actions on the academic progress of students as appropriate and provides follow up action as needed. Oversees and trains clerical employees in the proper processing of such actions as necessary to maintain and update the records
  5. (E) Works with other professional staff members in the registrar's office and academic advising offices to plan communications to students relating to their academic status and standing. May provide advising to students regarding degree progress and academic standing issues. Regularly utilizes MAP-Works in support of student success
  6. (E) Acts as liaison with the bursar and financial aid offices on all matters related to commencement fees and graduation holds. Reports on candidates for graduation) to both offices as required and assists the Enrollment Management area with graduation-related duties as assigned. Works closely with the academic advising office on issues related to academic progress
  7. (E) Expanding upon the duties and responsibilities previously described, leads graduation tracking of students in different cohort groups, primarily first-time full-time freshman in their 5th and 6th years. Coordinating these efforts with the graduate retention fellow and team members in the bursar and financial aid offices, proactive advising and problem resolution strategies are implemented in order to maximize graduation outcomes for these groups of students. Provides in depth academic counseling and assistance with obstacles, which are preventing students from graduating in a timely manner
  8. (E) Responsible for all aspects of diploma orders and distribution. Coordinates the timing and tracking of diploma orders to ensure the timely receipt and proofing of all degrees. With the assistance of clerical staff assigned to the academic services area, prepares all degrees for awarding at commencement, corrects and reorders when necessary. In consultation with the associate registrar and staff associate, prepares distribution plan and works with clerical staff to arrange all degrees for issuance to individual students. Determines and assigns preliminary and final degree honors to graduating students
  9. (E) Coordinates all aspects of graduate and undergraduate certificate and licensure-only programs, including supervision of the collection of intent and completion forms, certificate student communications, and reviewing of certificate records for completeness and the issuance of certificates
  10. (E) Coordinates Apostille certification of diplomas, transcripts and other documents per student request
  11. During peak periods may provide assistance to the transfer services unit of the registrar's office on resolving student transfer credit-related issues and reviewing transfer credit evaluation requests
  12. Provides registrar's office on call support for the Student Navigation Center service staff. Provides training in area of expertise for Student Navigation Center service staff and develops documentation as necessary. May provide content for Right Answers knowledge base as required
  13. Assists with periodic system testing and curricular testing related to academic records and the academic advisement module
  14. Responsible for hiring, evaluation and supervision of the registrar's office Graduate Retention Fellow, as well as assists with these functions with the subordinate classified staff and undergraduate student employees
  15. Serves on committees as assigned by the president and the university registrar
  16. Demonstrates sensitivity to students with a diversity of learning styles
  17. Serves as role model and mentor for students as appropriate
  18. Other duties as assigned


Required Qualifications:

  1. Bachelor's degree
  2. A minimum of two years of experience in a higher education student services or academic services setting
  3. Demonstrated knowledge of curricular requirements and the application of requirements to degree progress
  4. Experience using contemporary business technology applications in a higher education setting
  5. Demonstrated ability to communicate effectively with all university constituencies
  6. Ability to develop and maintain harmonious working relations
  7. Ability to work as a team member and perform work in various situations where numerous and diverse demands are involved
  8. Strong time and project management skills and ability to organize, prioritize and complete multiple tasks simultaneously with close attention to detail and prioritization to meet deadlines

Preferred Qualifications:

  1. Knowledge of Oracle Campus Solutions/PeopleSoft Student Administration
  2. Experience working with transfer students, freshmen and nontraditional aged students

Working Conditions:

Salem State University complies with the Americans with Disabilities Act (ADA) to provide reasonable accommodation to qualified applicants and employee with disabilities.


Office activities are performed in an environmentally controlled office setting subject to extended periods of sitting and standing, keyboarding and interaction with computer equipment; occasional bending, reaching, lifting, pushing and pulling up to 10 pounds. 


Ability to work a flexible schedule according to departmental needs, which may include occasional evenings and weekends.


Special Instructions to Applicants:

Please apply online and attach resume and cover letter.


Employment is contingent upon a completed background and CORI check satisfactory to the university. Internal candidates are not subject to background check.  


EEO Statement:

Salem State University is an equal opportunity/affirmative action employer. Persons of color, women and persons with disabilities are strongly urged to apply. 


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