Graduation Coordinator | University of California Santa Cruz
University of California Santa Cruz
Location
Santa Cruz, CA | United States
Job description
Graduation Coordinator
Location: Santa Cruz
Job ID: 62255
JOB POSTING
HOW TO APPLY For full consideration, applicants should attach their resume and cover letter when applying for a job opening. For guidance related to the application process or if you are experiencing difficulties when applying, please review the Applicant Resources on our Talent Acquisition website.
INITIAL REVIEW DATE (IRD) Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. Materials submitted after the IRD will ONLY be forwarded at the request of the hiring unit. To ensure your application is routed for consideration, submit your materials before 11:59 p.m. on the IRD. Talent Acquisition cannot accept application materials outside of the jobs portal, and is unable to update submitted applications on an applicant's behalf, or forward communications to the hiring units. For more information about the IRD and the applicant review process, view this link .
The IRD for this job is:
01-02-2024 ABOUT UC SANTA CRUZ UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.
DEPARTMENT OVERVIEW The Office of the Registrar maintains an accurate academic record for each student who enrolls at the University of California, Santa Cruz, and provides timely, accurate, and responsive services to students, faculty, staff and the public. We support student retention and graduation by educating and coaching students through the complexities of University policy and procedures. We enable successful progress toward students' dreams of advanced education and professional opportunities.
Participation with the Academic Senate's Committee on Educational Policy (CEP), Committee on Courses of Instruction (CCI) and Graduate Council (GC) in curriculum, course, and program approval; academic advising and degree audit support; functional processing oversight of the Academic Information System (AIS) and other systems including, Curriculum Approval and Tracking system (CAT), Coursedog for classroom and event scheduling; classroom scheduling and advocacy for renovations; enrollment and fee assessment; grading and transcripts; graduation and diplomas; maintenance of student academic record integrity; preservation of permanent student academic records; enrollment reporting and data analysis; protecting the privacy of student academic records; certification of veteran student education benefits; and determination of legal residence for fee purposes.
More information can be found at:
JOB SUMMARY Under the supervision of the Assistant Registrar, Records Manager, the Graduation Coordinator provides student specific information in a timely manner about enrollment, grades, and other pertinent student record information. The incumbent coordinates graduation processes independently and in conjunction with Records and Enrollment Advisers. The incumbent also supports colleges and academic departments with graduation processing and guidance.
The Graduation Coordinator is responsible for processing transcripts and applying transfer credit to UCSC student records. The incumbent applies professional Registrar student service based concepts to student record functions. Provides information and enforcement of institutional, state, and federal policies, procedures and regulations.
APPOINTMENT INFORMATION Budgeted Salary: $31.13 - $32.04/hourly. Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.
Benefits Level Eligibility: Full benefits
Schedule Information: - Full-time, Fixed
- Percentage of Time: 100%, 40 Hours per Week
- Days of the Week: Mon-Fri
- Shift Includes: Days, Evenings
Employee Classification: Career appointment
Job End Date: None
Work Location: UC Santa Cruz Main Campus
Union Representation: Non-Represented
Job Code Classification: 006157 (REGISTRAR SPEC 2)
Travel: Never or Rarely
JOB DUTIES 30% - Graduation - Coordinates graduation efforts for the office. Engages with multiple colleges and academic divisions campus-wide.
- Provides guidance and information to students (current, prospective, and former), parents, faculty, and / or staff regarding degree candidates, graduation lists, outstanding requirements, etc. Verifies completion of degree requirements, and posting degrees.
- Facilitates more complex graduation situations in conjunction with the Assistant Registrar.
- Coordinates processing and completion of regular transcript requests (with and without evaluations). Acts as liaison with vendor processing transcript requests
20% - Legacy Degree Audit - Performs degree audits and researches the more complex issues relating to degree requirements.
- Consults with experienced level staff and / or faculty when reviewing more complex student record issues concerning retroactive degree awarding, as needed.
15% - Transfer Credit Articulation - Determines transfer credit for continuing and readmitting UCSC students, including application to the campus general education requirements, adhering to transfer credit guidelines and policies, including awarding satisfaction of campus general education requirements.
- Runs various transcript-related reports and facilitates accurate and timely transcript processing in conjunction with the Admissions Office.
10% - Enrollment - Assists in developing and implementing registrar core functions such as enrollment, transcript activities, tranfer credit, grading, etc.
5% - Evaluations - Assists in processing student (performance) evaluations received from faculty, updating and moving files to import them into the Evaluations system.
- Reviews class schedule data imported from AIS each term. Regularly identifies and resolves discrepancies, including problems with format and lack of consistency with AIS data.
- Analyzes production data, outstanding evaluation data and timeliness data to manage volume and assure quality control.
10% - Student record maintenance Privacy of Student Records - Participates in the testing process regarding the development and maintenance of student record systems.
- Monitors campus compliance with the Family Educational Rights and Privacy Act of 1974, as amended, and continues the development of FERPA training materials. Works with other Registrar's Office staff members to review privacy practices within the office and provide FERPA training. Responds to subpoenas for student records
10% - Registrar Office Support - Supports the Assistant Registrar in training and supporting the Registrar's Office Intern and Student Assistants. Performs notary services for student records.
REQUIRED QUALIFICATIONS - Bachelor's degree in related area and / or equivalent experience / training.
- Working knowledge of policies, regulations, and practices with student records services.
- Working knowledge of University policies, processes, and procedures and of Federal and California laws pertaining to the privacy rights of students and access to student information.
- Ability to apply working knowledge of policies to individual situations in a diverse learning community.
- Problem identification and critical thinking skills.
- Organizational skills and ability to prioritize work and meet deadlines.
- Written communication skills.
- Verbal communication skills including active listening skills.
- Working knowledge of common University-specific computer application programs and/or ability to learn.
- Experience using complex databases.
- Ability to work with people from diverse cultures. Utilizes excellent constituent service skills with all interactions.
- Ability to establish and maintain cooperative relationships with campus departments.
PREFERRED QUALIFICATIONS - Notary
- Knowledge of specialized registrar core functions (e.g., degree requirements, special enrollment, veterans' benefits, and residency).
- Working knowledge of Oracle/PeopleSoft Campus Solutions system, as well as other student-based computing environments.
- Knowledge of languages other than English, both written and oral.
- Demonstrated experience and cultural competency working with veteran, international; Lesbian, Gay, Bisexual, Transgender, Queer (LGBTQ); African American; Indigenous American; undocumented; and/or disabled student populations.
SPECIAL CONDITIONS OF EMPLOYMENT - Selected candidate will be required to pass a pre-employment criminal history background check.
- Ability to work long periods of time at a computer with or without accommodation.
- Selected candidate will be required to work primarily on campus, with periods of remote work possible based on operational needs. If a hybrid work schedule is confirmed, the selected candidate must be able to work successfully from a home/remote office and be able to fulfill the requirements of the UCSC telecommuting agreement.
- This position requires the ability to report to campus to work in-person as operationally required, with reasonable notice as determined by your manager; travel expenses not covered.
- Ability to work a variable schedule.
- Ability to work overtime including evenings, nights, weekends and holidays to meet operational needs, and work an alternate work schedule shift as required.
- Ability to travel nationally.
- Ability to maintain appearance and conduct suitable for working in a professional setting.
- The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.
- Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here .
SAFETY STATEMENT All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.
EEO/AA The University of California is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.
APPLICANTS ARE REQUIRED TO USE THE UCSC ON-LINE PROCESS View full job description and access on-line application:
To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; . A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.
The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees. Copyright 2022 Jobelephant.com Inc. All rights reserved.
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About University of California Santa Cruz
UC Santa Cruz is a public university like no other in California, combining the intimacy of a small, liberal arts college with the depth and rigor of a major research university.
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