Graduation Coordinator

Sul Ross State University; Alpine (TX); On-site; USD 52,000 - 72,000; Full time

Job summary

Sul Ross State University is seeking a Registrar professional to manage graduation processing, degree audits, and related registration activities on the Alpine campus. The role requires safeguarding FERPA standards and ensuring accurate student records across electronic and physical files.

The incumbent will coordinate commencement, communicate with advisors and students, and maintain DegreeWorks operations while supporting admissions and records tasks.

Qualifications

• Bachelor’s degree required.
• Must have experience with a personal computer.
• Must have experience in a higher education setting, enrollment management, records and registration, student services, or related field.
• Any qualifications to be considered in lieu of stated minimums require prior approval of the Human Resources Director.
• Master’s degree preferred.
• Experience with Ellucian Banner, DegreeWorks, DegreeWorks scribe, degree audits, and transfer articulation preferred.

Responsibilities

• Maintain FERPA confidentiality and protect student records.
• Safeguard access to the student information system and files (electronic and hard copy).
• Provide quality communication and client services to individuals seeking assistance.
• Assist with commencement exercises and related events outside normal hours.
• Support preparation of graduation records and research for former students.
• Oversee graduation applications, degree awards, and official lists.
• Maintain DegreeWorks requirements and annual plan updates; adjust as needed.
• Process changes of curriculum/major in the student information system (Alpine).
• Review DegreeWorks audits and apply adjustments when needed.
• Perform degree audits for graduation and communicate substitutions as required.
• Provide graduation reports to the Provost/President’s office.
• Assist Registrar in determining graduation eligibility and preparing official lists (Alpine Campus).
• Collaborate with faculty/deans on graduation approvals/reviews.
• Submit diploma reports to the appropriate office for printing.
• Verify degrees and update National Student Clearinghouse.
• Provide preliminary graduation lists to academic deans ahead of deadlines.
• Communicate with students about the graduation process and commencement details.
• Coordinate with offices to plan and organize commencement exercises.
• Cross-train to assist with undergraduate and graduate registration and withdrawal processing.
• Other duties as assigned by University Registrar; position is Security Sensitive.
• Prioritize personal and public safety at all times.

Skills

Higher education experience

Enrollment management

Education

Bachelor’s degree

Master’s degree

Tools

Ellucian Banner

DegreeWorks

DegreeWorks scribe

Degree audits

Transfer articulation

Job description

Responsibilities

• Display a clear understanding of the requirements of the Family Education Rights and Privacy Act (FERPA) of 1974, as amended, regarding the privacy of student records and general information. Maintain the confidentiality of all conversations, incidents, and information processed and maintained by the University. Be capable of explaining the basic elements of FERPA to the public, students, faculty, and staff.
• Ensure the security of student records by safeguarding access to the student information system and all student files, both electronic and hard copy.
• Provide adequate communication and client services to individuals seeking assistance.
• Assist with commencement exercises and any other special events (after normal business hours) related to registration and orientation.
• Provide support in the preparation of correspondence, timely filing of student records, and the research of former student records.
• Responsible for the overall graduation application process, processing and updating all applications for graduation, and awarding of degrees for graduating students.
• Maintenance of DegreeWorks requirements and exception management, as well as annual updates to plans, and corrections to current plans as needed.
• Process all requests for change of curriculum/major on student records in student information system (Alpine).
• Review DegreeWorks audit and identify/correct articulation problems revealed by the audit; apply appropriate adjustments in DegreeWorks if articulation does not resolve the issue.
• Perform degree audits when students apply for graduation and identify any need for substitutions. Communicate with advisors/students regarding needs for substitutions, and apply approved substitutions if needed.
• Provide assorted graduation reports to the Provost and/or President's office when needed.
• Assist the University Registrar in determining graduation eligibility and the preparation of the official graduation list (Alpine Campus only).
• Work with appropriate faculty/deans on graduation application approvals/review.
• Submit diploma reports to the appropriate office for diploma printing.
• Responsible for the verification of degrees and updating the National Student Clearinghouse for degree confirmations.
• Provide preliminary graduation list to the academic deans for review ahead of any deadlines.
• Communicate with students regularly during the graduation application process, as well as provide details for the commencement ceremony.
• Work with appropriate offices to plan and organize commencement exercises.
• Cross‑train to assist with activities associated with the registration of undergraduate and graduate students, as well as processing drop/withdraw requests when needed.
• Other duties as assigned by University Registrar. Position is Security Sensitive.
• Responsible for personal safety and the safety of others; must exercise due caution and practice safe work habits at all times.

Required Qualifications

• Bachelor’s degree
• Must have experience with a personal computer.
• Must have experience in a higher education setting, enrollment management, records and registration, student services, or related field.
• Any qualifications to be considered in lieu of stated minimums require prior approval of the Human Resources Director.

Preferred Qualifications

• Master’s degree.
• Must have experience with Ellucian Banner student information system, DegreeWorks, DegreeWorks scribe, degree audits, and transfer articulation.

Equal Employment Opportunity

It is the policy of Sul Ross State University to provide equal employment opportunity for all persons in accordance with their individual, job‑related qualifications and without consideration of race, creed, color, sex, religion, age, national origin, disability, sexual orientation, gender identity, veteran status and ancestry. Equal employment opportunities shall be afforded in all personnel actions or decisions including, but not necessarily limited to, recruitment, hiring, training, upgrading, promotion, demotion, termination and salary. Retaliation is prohibited against a person who opposes a discriminatory practice, files a charge, testifies, assists or participates in an investigative proceeding or hearing.