Degree Service Specialist

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  • Job Number:521411
  • Classification:Student Services Technician 3
  • Grade:Grade 77
  • Work type:On Campus, Staff Full-time
  • Administrative Unit:University of Alaska Fairbanks
  • School/Business unit:UAF Student Services
  • Location:Fairbanks
  • Categories: Business/Accounting/Finance, Academic Advising/Support, Student Affairs/Services

Position Summary:

Do you want to consider a career in higher education, are detail oriented, analytical and enjoy helping people succeed? The Office of the Registrar seeks an enthusiastic member to join the Degree Services team. Through a student-centered approach this position will process various curriculum changes for students, conduct and audit degree evaluations, and provide guidance on academic policies and procedures to student, staff and faculty. Additionally, this position will also conduct Progress Toward Degree evaluations to make sure our student athletes are in compliance with NCAA eligibility rules. This is a full-time position complete and UA employee benefits package. UA provides a generous compensation package that includes excellent benefits such as retirement options, annual leave, 12 paid holidays per year, tuition waivers for employees and family members, and affordable medical, dental, and vision care coverage. Training opportunities and professional growth are available within the department.

Duties:

1Auditing Prepare, interpret, and verify degree and certificate requirements for undergraduate through graduate level students, ensure degree requirements are met. Review and approve exceptions requirements for graduation three times annually. Specialize in identifying graduation honor candidates and calculating honors gpa. Coordinate with Graduate School staff to maintain the accuracy of the Advancement to Candidacy and other forms pertaining to the graduate student, which are necessary for their graduation. Inform, interpret and consult with academic administrators, faculty and staff concerning specific degree requirements for each program. Provide an interpretation of academic regulations and academic requirements for students and advisors as they relate to program requirements. Serves as expert specialist for all degree completion and Degreeworks inquiries. Communicate with students, advisors and faculty regarding degree requirements verbally and in writing via email.Essential
2Processing Participate in daily operations of the Degree Services Department, including formulations of the graduation deadline calendar, developing timelines for communications to students and staff and production of diplomas. Process incoming graduation applications for occupational endorsement through doctoral candidates each semester. Problem solve any issues with applications, petitions and change of majors. Ensure diploma names are entered correctly and fees are accurately applied. Review petitions for exceptions from student’s degree requirements - determine approval, denial or further review. Review, approve and process change of majors for students changing or adding degree programs. Ensure accurate degree information is entered into databases: standard and interdisciplinary degrees, thesis/dissertation titles, change of majors, declaration of minor, student petitions, walk memos and corresponding memorandums. Facilitate and maintain inventory of diploma stock and honor cords.Essential
3Training/Customer Service Comply with and adhere to Family Education Rights and Privacy Act when dealing with the public and university community. Assist in planning and provides active participation in annual commencement ceremonies. Assist in review of the commencement booklet. Facilitate Degreeworks tutorials and presentations to faculty, staff and students. Distribute information and fliers and perform other basic office procedures as necessary. Communicate via phone, email and in person with students, staff and faculty regarding general inquiries as well as in depth questions pertaining to degree audits, requirements and applying for graduation. Participate in the phone queue; provide customer support and information. Provide backup and front desk support as needed.Essential
4Testing Maintain and update relational databases (Banner and OnBase). Utilize Banner, OnBase, Degreeworks, Docusign, NextGen and vendor systems to prepare reports, perform degree audits and produce diplomas for UAF graduates. Accurately maintain database information and compile graduation reports. Update and maintain academic data in systems to ensure students' curriculum is accurate. Test and facilitate use of Degreeworks and provide support for continued implementation of automated degree audits. Participate in annual audit and review of Degreeworks coding to ensure accuracy. Participate in testing of Banner, OnBase, Degreeworks and/or vendor system upgrades as required to identify issues. Audit and review EAB Planner program templates annually.Essential
5NCAA Conduct NCAA Progress Toward Degree Audits each semester in adherence with NCAA rules and regulations. Utilize software to conduct audits and provide documentation. Develop expertise in rules and regulations. Participate in PTD team meetings and trainings as required.Essential
Knowledge, Skills, Abilities:
  • Knowledge of complex interactive database system (preferably student system)
  • Ability to calculate GPAs
  • Ability to identify and recommend improved processes for efficiency
  • Ability to interpret and apply UAF policies.
Typical Experience:
Previous or current experience working in higher education or college experience as a student in higher education. The length of time depends on individual assessment of current knowledge and experience, ability to recognize and provide excellent customer service.
Required Education or Training:

Associate’s degree with two years relevant experience, or an equivalent combination of training and experience. Bachelor’s degree preferred.

Salary Information:

This is a full-time, 12-month, non-exempt staff position complete with both a competitive salary and full employee benefits package. New hires will be placed on the UA staff salary schedule, Grade 77, based on education and experience.

Special Instructions to Applicants:

Please attach a resume, cover letter, and the names and contact information (email address and phone number) for three (3) professional references with your application.

The review process for applications will be begin on August 23, 2022.  To ensure your application is considered, apply by 11:55 pm Alaska Standard Time, 8/22/2022.

*To be eligible for this position, applicants must be legally authorized to work in the United States without restriction.  Applicants who now or may in the future require visa sponsorship to work in the United States are not eligible.

UAF COVID Requirements:

Effective immediately, all new UAF hires, whose job function or work location results in the employee being subject to the UAF vaccine requirements guided by the Federal Contractor Employee vaccine mandate*, must be fully vaccinated with an FDA- or WHO- authorized or approved COVID-19 vaccine or have obtained a university-approved disability/medical or religious exemption no later than six weeks from the new hire's start date.

*Employees based on UAF’s Troth Yeddha’ (Fairbanks) campus, regardless of university affiliation and remote work status; Employees based in UAF research units outside Fairbanks (including Seward Marine Center, Kodiak Seafood and Marine Science Center, HAARP, Poker Flat, Lena Point, and Toolik Field Station); and Employees, regardless of their work location, paid by or directly working on impacted UAF federal contract.

This position is a term-funded position and is reviewed annually for contract renewal at the University's discretion.


The University of Alaska (UA) is responsible for providing reasonable accommodations to individuals with disabilities throughout the applicant screening process. If you need assistance in completing this application or during any phase of the interview process, please contact UA Human Resources by phone at 907-450-8200.


UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual: www.alaska.edu/nondiscrimination


The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.


Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.


If you have any questions regarding this position, please contact University of Alaska HR at 907-450-8200.

Advertised: Alaskan Daylight Time
Applications close:

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