Admissions & Records Assistant III - Graduation/Registrar

nshe; United States; On-site; USD 40,000 - 56,000; Full time

Job summary

The College of Southern Nevada is seeking an Admissions & Records Assistant III to support graduation processing and registrar duties at the West Charleston campus and CSN locations.

You will update information in PeopleSoft, prepare degree progress reports, certify completion, manage diplomas, transcripts, and graduation communications, and supervise student workers, ensuring accuracy and FERPA compliance.

Qualifications

• Graduation from high school or equivalent education required.
• Three years of clerical experience, with college admissions/records exposure preferred.

Responsibilities

• Update information into PeopleSoft for graduation applicants.
• Prepare primary evaluations or degree progress reports for each graduation applicant.
• Certify completion of graduation requirements and post information into PS; reconcile waivers with graduation applications.
• Maintain accurate lists of graduates and post degrees on academic transcripts; format student lists for commencements.
• Submit diploma orders and update Diplomat software for degree changes; meet graduation timelines.
• Supervise and train student workers; assist with Commencement activities.

Skills

Written communication

Oral communication

Customer service

FERPA compliance

Education

High school diploma or equivalent

Tools

PeopleSoft

Diplomat

Job description

Job Description

Based on the volume of applications received this recruitment may close at any time.

This position provides support to the Office of the Registrar at the West Charleston campus. Reporting directly to the Program Officer I, the Admissions & Records III staff member will complete daily functions encompassing the graduation processes to make sure students have accurate resources to succeed and complete their educational goal at the College of Southern Nevada.

Daily attendance and punctuality is expected, as is, effective written and oral communication. The position will support the Office's operations at all CSN locations, as needed and assigned, in alignment with the multi-campus model of the College. Our successful candidate will demonstrate support for an inclusive environment that fosters lasting connections, shared investment, pride, and goodwill across our CSN community.

Graduation Duties will include

• Update information into PeopleSoft for graduation applicants.
• Prepares primary evaluations or degree progress reports for each graduation applicant.
• Certify completion of graduation requirements, coding and posting information into PS, reconcile sub-waivers with graduation application, updating and generate academic advising reports.
• Identify and correct academic advisement report errors and ensure program accuracy prior to submission.
• Process Non-Traditional education, challenge exams, and substitution waivers.
• Maintain accurate lists of graduates and post degrees to academic transcripts.
• Format the student list for the commencement program.
• Submit diploma order through the Diplomat vendor.
• Make updates to the Diplomat software to update any degree changes as needed.
• Organize and keep strict guidelines of all the processes to meet all the timelines necessary for graduation clearance.
• Manage [e-mail] emails and assist incoming calls from students regarding their graduation status.
• Ensure all information given to students is accurate and correct.
• Collaborate with transfer credit evaluation (TCE) team in cross training and providing assistance during peak periods.
• Supervise and train student workers.
• Assist with Commencement ceremony.
• Support additional Registrar's Office functions and projects as assigned.

Front desk/Floating duties may include

• Respond to student, alumni, faculty, and staff inquiries regarding enrollment and educational records, ensuring compliance with institutional policies and procedures.
• Provide clear, accurate guidance on Registrar-related processes via phone, email, and in-person communication.
• Assist with the management of the transcript ordering process.
• Assist with management of the scheduling inbox including room scheduling in the room scheduling platform.
• Support the scheduling staff as needed.
• Handle and protect confidential student and employee information in accordance with FERPA and institutional standards.
• Perform accurate data entry and a variety of clerical tasks to support daily office operations.
• Maintain and update student records within the Registrar's system to ensure accuracy and integrity.
• Manage and process transcript requests from initiation to completion, adhering to privacy regulations and service timelines.
• Support additional Registrar's Office functions and projects as assigned.

Minimum Qualifications

• Graduation from high school or equivalent education and three years of clerical experience, two years of which was in a college admissions and/or records office or relevant student services area which included records maintenance, public/customer relations, evaluation of detailed information and documents, and the explanation of complex policies and procedures; OR one year of experience as an Admissions & Records Assistant II in Nevada State service; OR an equivalent combination of education and experience as described above.

Preferred Qualifications

Experience working in a communi