ACADEMIC RECORDS - Degree Audit Specialist

Job Classification

  Hourly Full-time (35-40)

Position summary

The Degree Audit Specialist position is an important position within the Office of Academic Records. Accuracy and attention to detail are key in order to complete duties which include: completing degree audits; processing graduation applications and maintaining the student graduation list for each conferral period; managing student documents and folders; and providing excellent customer service to constituents including our off-campus locations.

Qualifications summary

• Bachelor's degree preferred or equivalent work experience.


• Ability to meet deadlines, detail-oriented, organizational ability, and uphold policy.


• Knowledge of and experience with office productivity tools, including word processing and spreadsheet packages.


• Experience with Ellucian Banner and Degree Works highly valued.


• Customer service skills and a caring attitude.

Must be a Seventh-day Adventist in good and regular standing.

Duties and responsibilities

Degree Audit Processes

• Confirms student eligibility for the conferral of degrees at each of the conferral periods.


• Evaluates degree audits to ensure applicants have met all degree requirements as published in the bulletin.


• Communicates with advisors and students concerning graduation deficiencies, procedures, and deadlines.


• Processes and enters graduation applications including marching without completion and graduation application revision forms.


• Processes and applies petitions to the degree audit making certain petitions are within policy.


• Works closely with the Associate Registrar for Undergraduate and Graduate Programs on special or unusual cases relating to degree requirements and graduation.


• Working knowledge of curriculum as it relates to performing the degree audit. This includes curriculum policies and definitions.

Conferral and Commencement Preparation

• Applies the graduation participation policy and maintains accurate participant lists related to ceremony attendance.


• Assists in preparation of the printed program and other related graduation ceremony materials.


• Assists in the creation and maintenance of degree conferral candidates for each graduation cycle.


• Assists the Grand Marshall on graduation weekends.

Undergraduate and Graduate Records Functions

• Responds to faculty and students’ questions and concerns related to programs and policies.


• Files, scans and maintains student academic records as directed by the Associate and Assistant Registrars.


• Ensures storage, security, accuracy and preservation of academic files and credentials in accordance with university policy, accreditation standards and privacy laws.


• Confers with relevant parties on matters related to curriculum changes and advisor assignments.


• Receives and routes all physical and digital forms including CLEP, petitions, transient student requests.


• Works with the Associate Registrar for Undergraduate and Graduate Programs on undergraduate and graduate policy issues.


• Handles inquiries concerning problems with issued diplomas.

Off-Campus Programs

• Processes undergraduate off-campus admissions which includes assigning student ID numbers, data-entry, processing forms and issuing acceptance letters.


• Maintains familiarity with the various off-campus agreements to make sure the requirements are being met for both admissions and graduation.


• Maintains lists of approved courses offered at off-campus program.


• Maintains list of faculty approved to teach at affiliations, and courses approved to teach.

General Academic Records Functions

• Supports the office and other team members in strategic planning, projects and other duties as needed or requested.


• Maintains and updates procedure manuals to ensure processes are well-documented.


• Sets a high standard of professionalism by providing high quality customer service to students, the general public, and university faculty and staff with a focus on care and being solution-oriented.


• Provide basic office support to the university, which may include answering incoming phone calls and taking messages; producing reports; assisting with walk-in traffic and supporting the office during peak times.


• Supervises student employees as assigned on daily responsibilities and tasks.


• Attends meetings and/or serves on university committees as requested by supervisor.


• Provides training to faculty and staff as deemed necessary by supervisor.


• Performs other duties as needed or requested.

Supervisory responsibilities

Not applicable

Qualifications

Education and experience

• Bachelor’s degree preferred or equivalent work experience in a professional office setting.

General skills

• Accuracy and care for details.


• Careful attention and commitment to university academic policies.


• Effectiveness in meeting deadlines.


• Ability to remain calm under pressure.


• Decision making and problem-solving capacity.


• Maintain flexibility with the demands of multitasking.


• Strong organizational ability.


• Basic mathematical skills: Add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Compute rate, ratio, and percent.

Certificates, licenses, registrations

• No specific certificates, licenses or registrations required.

Must be a Seventh-day Adventist in good and regular standing.

Technical competencies

See Qualifications

Interpersonal interactions

• Customer service skills and a caring attitude.


• Respect and appreciation for diversity.


• Ability to deal with time-sensitive issues and difficult situations.


• Strong interest in building cooperative relationships.


• Excellent interpersonal and oral and written communication skills.


• Ability to create, compose, and edit written materials.


• Ability to gather data, compile information and prepare reports.

Physical demands

The following physical demands are representative of what an employee must meet to successfully perform the essential functions of this job.  Reasonable accomodations may be made to enable individuals with disabilities to perform the essential functions.

• Regularly:  Sit, talk, hear and use hands to work with the computer keyboard.


• Occasionally:  Walk, reach with hands and arms, and stoop and kneel for filing.


• Occasionally:  Lift and/or move up to 25 pounds.


• Vision abilities required:  Close vision, and ability to adjust focus.

Work environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accomodations may be made to enable individuals with disabilities to perform the essential functions.

• Noise level in the work environment is usually moderate.