Graduation Specialist

University of Wisconsin-Milwaukee; Milwaukee (WI); Hybrid; USD 48,000 - 52,000; Full time

Job summary

University of Wisconsin–Milwaukee is seeking a Graduation Specialist to review and evaluate undergraduate student records for graduation eligibility. You will use the degree audit system, Stellic, and the SIS to ensure degree requirements are met and posted to official records.

The role requires clear communication, meticulous attention to detail, and the ability to learn new technology in a mostly remote environment with occasional on-site obligations.

Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• Ability to interpret complex policies.
• Experience using multiple software platforms.
• Strong communication and collaboration skills.

Responsibilities

• Manages administrative functions related to graduation review and clearance.
• Review student records to verify completion of degree requirements, including coursework, credit totals, GPA, residency, and program-specific requirements.
• Conduct detailed degree audits for undergraduate students from assigned Schools/Colleges and clear eligible students for graduation.
• Resolve discrepancies related to the student record, including transfer credit and degree audit exceptions in collaboration with colleagues in the Registrar’s office or academic departments.
• Completes Degree posting and records maintenance for assigned schools/colleges.
• Post awarded degrees to official student records following conferral.
• Maintain and update student records in the student information system (SIS).
• Process corrections or updates to academic records as needed.
• Supports Graduation and Records team as needed to best support students.
• Provides back up for processing of diploma orders.
• Performs data entry to update students’ records.
• Communicates regularly with academic advisors to resolve graduation-related issues.
• Provides guidance to students and staff regarding graduation processes and deadlines.

Skills

Interpreting complex policies

Effective communication

Collaboration

Software platforms proficiency

Education

Bachelor’s degree or equivalent combination of education and experience

Job description

Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.

Position Title

Graduation Specialist

Job Category

Academic Staff

Employment Type

Regular

Job Profile

Stu Rcds & Curr Spec II (Inst)

Job Duties

Key Job Responsibilities

• Applies knowledge of programs, procedures, and policies to provide expert guidance in student records, curricular management, and credit evaluation functions when complex cases have been escalated by campus stakeholders for resolution
• Serves as an expert in the creation and maintenance of student records and curricular and degree requirement data within the student information system
• Provides functional support and evaluation of the student information, curricular management, and credit evaluation systems to identify opportunities for business process improvements and makes recommendations to adapt processes and systems to achieve greater efficiency
• Implements, interprets, and enforces instructional, professional, and legal standards and regulations related to student, curricular, and academic records
• Participates in systems testing and develops and maintains documentation on business processes
• Collaborates with academic deans, faculty, advisors, and staff to resolve curricular, student record, and credit evaluation problems. Audits and corrects data to ensure accuracy and completeness

Department

Strategic Enrollment Management & Student Success/Registrar’s Office

The UWM Registrar’s Office provides effective and reliable service in support of the University’s academic mission. We facilitate and support student admission, enrollment, retention and graduation in various ways, and provide information and services to UWM faculty and staff. The office is comprised of five service areas: academic, administrative, records, student, and transfer.

The Registrar’s Office maintains academic records, upholds institutional policies, and performs the essential functions that enable enrollment, instruction, and degree completion. We provide timely and reliable service and create a caring, compassionate, and collegial environment for students, faculty, staff, alumni, and the public. By adhering to ethical and legal standards, supporting technological infrastructure, and collaborating with campus partners, we promote a culture of innovation and excellence at the university.

Under the direction of the Senior Associate Registrar, the Graduation Specialist plays a key role in reviewing and evaluating student academic records to determine eligibility for graduation. This position utilizes our degree audit system, Stellic, along with the Student Information System, to ensure all undergraduate degree requirements are accurately completed, clears students for graduation, and posts degrees to official student records in compliance with institutional policies, accreditation standards, and federal and state regulations. This position requires effective communication skills, attention to detail, the ability to learn new technology, and the ability to positively collaborate with others in a mostly remote environment.

The incumbent may have the option to perform these duties in a mostly remote work environment. Anticipated on-site requirements include only occasional on-campus obligations, such as the annual divisional meeting and office retreat.

UWM is a team-oriented and collaborative environment, and frequent collaboration with colleagues is expected and required.

The individual in this position is expected to have the technical skills necessary to support work in our PeopleSoft-based Student Information System, an ancillary degree audit system, as well as Microsoft Office software systems. Exceptional communication and customer service skills are necessary to work with campus departmental staff, academic advisors, and students. This mixture of “hard” and “soft” skills is critical to the success of the position and the functions it is expected to complete.

Responsibilities

• Manages important administrative functions related to student graduation review and clearance.
• Review student academic records to verify completion of degree requirements, including coursework, credit totals, GPA, residency, and program-specific requirements.
• Conduct detailed degree audits for undergraduate students from assigned Schools/Colleges and clear eligible students for graduation.
• Resolve discrepancies related to the student record, including transfer credit and degree audit exceptions in collaboration with colleagues in the Registrar’s office or academic departments.
• Completes Degree posting and records maintenance for assigned schools/colleges.
• Post awarded degrees to official student records following conferral.
• Maintain and update student records in the student information system (SIS).
• Process corrections or updates to academic records as needed.
• Supports Graduation and Records team as needed to best support students.
• Provides back up for processing of diploma orders.
• Performs data entry to update students’ records. This may include updates to grades, repeats, and academic standing.
• Communicates regularly with academic advisors to resolve graduation-related issues.
• Provides guidance to students and staff regarding graduation processes and deadlines.

Compensation

$48,000-$52,000 ( Salary will be determined by finalist's experience, training, education, and equity-based factors.)

Required Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• Demonstrated experience interpreting complex policies.
• Ability to function effectively using multiple software platforms.
• Demonstrated professional communication and collaboration skills.

Preferred Qualifications

• Demonstrated experience enforcing FERPA or other similar privacy policies or regulations.
• Professional experience maintaining and auditing complex records.
• Proven ability to manage multiple tasks with exceptional attention to detail, ensuring accuracy and timeliness.
• Experience working in an educational setting.

Education

Bachelor’s degree or equivalent combination of education and experience.

Contact Information

Please direct any question to Amy Rehfeldt at [e-mail].

Reasonable Accommodations

Pursuant to university policy, UWM provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact [e-mail] or 414-229-4463. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.

Confidentiality of Applicant Materials

UWM is a State agency and subject to Wisconsin’s Open Records Law. UWM will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin’s Open Records law. In certain circumstances, the identities of “final candidates” and/or the identity of the appointed applicant must be revealed upon request.

CBC and Reference Check Policy

Employment will require a criminal background check. UWM takes the prevention of sexual misconduct seriously. As such, you and your references will be required to answer questions regarding any past findings of sexual violence and sexual harassment or any pending allegations of sexual violence or sexual harassment.

Annual Security and Fire Safety Report (Clery Act)

For the UWM Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see http://www.cleryact.uwm.edu/, or call UWM’s Dean of Students Office, Student Union 345 at [phone] for a paper copy.

Employment Authorization

In compliance with federal law, all persons at the time of their start date will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

UW is an Equal Opportunity Employer

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or any other bases protected by applicable federal or State law and UW System policies. We are committed to building a workforce that represents a variety of backgrounds, perspectives, and skills, and encourage all qualified individuals to apply.