Graduate Academic Progress Assistant

Apply now Job no: 518540
Classification:Student Services Professional 1
Grade:Grade 77
Work type:Staff Full-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:UAF Provost Office Operations
Location: Fairbanks
Categories: Student Affairs/Services

Position Summary:

The University of Alaska Fairbanks (UAF) invites applications for the position of graduate academic progress assistant. This position plays a key role in maintaining the integrity of the graduate student record, monitoring academic progress, and providing a high standard of customer service. This position serves as an information resource specialist for graduation processing, Board of Regent and university policy, degree requirements, and DegreeWorks to all of UAF.


10Conduct the review of projects submitted to the Graduate School to determine whether it meets the standards for acceptance for graduation purposes. Work with the Office of International Programs and Initiatives to ensure immigration compliance, including issuing Optional Practical Training letters.Essential
10Post tuition awards, graduate student insurance, and fee payments to the student’s account for GEA/TA/RA's and Fellows according to individualized contracts and awards.Essential
20Serve as a contact for walk-ins, email, phones, and online chat for graduate school information, queries, and concerns with sensitivity and while maintaining confidentiality by adhering to the Family Education Rights and Privacy Act (FERPA). Seek out and embrace cross-training opportunities to answer a broader array of questions and become a well-rounded resource.Essential
60Serve as a resource for DegreeWorks, UAF’s degree auditing software. Maintain progress in DegreeWorks for 1000+ UAF graduate students. Partner with the Registrar’s Office in the annual testing of DegreeWorks catalog updates to graduate programs. Update student files in DegreeWorks while utilizing OnBase, Banner, and NextGen Dynamic Forms to ensure compliance with UAF policy and regulations and the University of Alaska Board of Regents’ policies and regulations. Review graduate student forms (e.g., Advancement to Candidacy, Graduate Study Plans, and Graduate Student Petitions) for compliance with program requirements and make recommendations to the student and committee regarding viable remedies. Using OnBase to import documents and workflow processing is essential for daily paperwork processing. Provide interpretation of academic regulations and requirements for students, faculty, staff, and advisors. Provide regular follow-up and clarification regarding catalog policy to students, staff, and advisors. Liaise with academic units and assist students by connecting them with the appropriate resources. Research and analyze issues and offer solutions. Collaborate with the Registrar’s Office to ensure graduation requirements are met by the student and to assist with identifying and resolving any critical issues. Follow up with students missing required documents. Review catalog for ambiguous language and request clarification from departments.Essential

Required Knowledge, Skills, and Abilities:

  • Ability to learn Banner Student, Banner Finance (student accounts receivable), UAOnline, DegreeWorks, and OnBase.
  • Knowledge of general office procedures including word processing, database management, filing, answering multi-line telephones, and prioritizing workload. 
  • Strong knowledge of general office software (e.g. Microsoft Office and Google Apps). 
  • Ability to evaluate and monitor projects, think analytically, and problem solve. 
  • Read, interpret and apply university policies. 
  • Backup to other office staff as needed. 
  • Excellent written and oral communication skills. 
  • Skill in data entry and analysis with minimal errors.
  • Knowledge of the university environment, computer literacy, project planning, and development, leadership, organizational, and interpersonal skills.
  • Demonstrated ability to work in a fast-paced environment and to work as part of a team as well as manage multiple tasks and use independent judgement in analyzing and resolving problems.
  • Ability to work in a collaborative team environment, receive feedback, and embrace change and continuous improvement.
  • Ability to problem-solve, research, identify solutions and exercise independent judgment. 
  • Demonstrated ability to collaboratively engage campus departments to improve student success.
  • Commitment to excellent customer service.
  • Ability to work with diverse populations.
  • Demonstrated ability to handle confidential information.
  • Current knowledge of the Family Education Rights and Privacy Act (FERPA), and Title IX.

Required Experience:

  • Minimum of three years of experience working in a higher education institution.
  • Extensive customer service and data entry experience.

Typical Education or Training:

  • Associate's degree and one year of relevant experience required, or an equivalent combination of training and experience.
  • Bachelor's degree preferred.

Preferred Knowledge, Skills, and Abilities:

  • Work experience in a higher education environment in the area of student services.

Review Date:

This position will be open until filled. Applications will be reviewed starting January 18, 2022. To ensure consideration, please apply prior to 11:55 pm Alaska Standard time on January 17, 2022. Applications received after this date may not be considered. A complete application will include a resume, cover letter, and contact information for three professional references.

This is a full-time, Grade 77, minimum $21.81 hourly, DOE, 12-month position complete with a competitive salary and UA employee benefits package.

If you have questions about this posting, please contact Shelly Baumann in the Graduate School at 474-7319 or 

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 by January 18, 2022, or before their start date if after January 18, 2022.

*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 contracts.

Term Position:

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

Reasonable Accommodation Statement:

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.

Affirmative Action Statement:

UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual:

Background Check:

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

Probationary Period:

Pursuant to University Regulation 04.07.020, new employees of the University are employed in an at-will probationary status for the first six months of employment. During the probationary period, employment may be terminated for no reason or any reason. Promoted employees also serve a probationary period with limited rights of retreat.

Public Disclosure Statement:

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

University of Alaska is a Drug-Free Workplace.

University of Alaska campuses are Tobacco-Free.

Training Policy:

It is the policy of the University of Alaska (UA) that all employees are required to complete training to meet the requirements of the positions they hold, and to complete the required training within a specified period to remain employed at the UA.

Contact Information:

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

Advertised: Alaskan Standard Time
Applications close:

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