3476 Curriculum and Graduation Specialist, Graduate College

POSITION IDENTIFICATION

TITLE Curriculum and Graduation Specialist, Graduate College

CLASSIFICATION NUMBER 3476

GRADE 17

CLASSIFICATION Nonexempt

IMMEDIATE SUPERVISOR Associate Dean of the Graduate College

GENERAL FUNCTION

The Curriculum and Graduation Specialist, manages graduation requirements, degree audits, and curriculum processes for the Graduate College.  Duties include clearing students for graduation, programming and managing degree audits, and providing support for all graduate curriculum processes.

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: A Bachelor’s degree is required. An equivalent combination of years of experience and education may be considered for substitution of educational requirements.

Experience:  At least three years of experience in higher education is required.  Experience with graduation processes, curriculum processes, and degree audits is preferred.

Skills:  Strong verbal and written communication skills are required.  The ability to manage, track, and execute multiple projects simultaneously is required.  The ability to project a strong positive image of the University to many constituencies, both on- and off-campus, is required.  The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.  Proven problem-solving skills are preferred.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Scripts all new graduate programs and graduate certificates as they are developed and makes changes to the scripting for the graduate program and graduate certificates program as well as any course changes.

2. Assists, supports, and coordinates with graduate program directors and graduate students to monitor academic progress in Degree Works, evaluate audits, and make exceptions, as necessary.

3. Provides leadership regarding the graduation application system for graduate students in degree programs and certificates, communicating with the graduate program director and student if any issues are found, and sending Commencement information to all students who have submitted an application for graduation.

4. Provides information to Graduate Admissions, after contacting the graduate program director and student, to inactivate the program or certificate for the student if a student has not applied to graduate from their program and does not plan to continue.

5. Ensures all research and culminating experience requirements are entered into Admin Banner, while maintaining the confidentiality of the Graduate College by exercising discretion in communicating information to faculty, students, staff and the various publics served by the University while handling records and files and similar confidential items.

6. Coordinates with Herff-Jones on number of applications for graduation for hood and gown counts, the Office of Assessment as to list of applicants so they can send the Graduation Survey out to applicants, and secure individuals to assist at Commencement in the dressing area and on the floor.

7. Assists with and supports all curricular proposals for graduate courses, programs, or certificates. Ensures proposals are processed through the Curricular Action Workflow system and maintain files of all proposals. 

8. Ensures that the Graduate Catalog is maintained and updated, including all curricular proposals, graduate faculty and general information, by maintaining an efficient and organized filing system.

9. Maintains accurate list of faculty holding the various types of graduate faculty status as well as ensures that correspondence related to the Graduate College, standard documents, and forms pertaining to curriculum and graduation are correct and prepared properly by proofreading and reviewing all correspondence and documents for correctness.

10. Supports the thesis review process by grading required assignments in the Learning Management System, assigning reviewers, and updating the Banner and Thesis Services websites.

11. Supports the Graduate Council and sub-committees and facilitates the success of meetings or events by scheduling them with appropriate offices and agencies, reserving required facilities and equipment, advising/contacting participants, preparing agendas, handouts, and similar materials, using independent judgment regarding activity alternatives, modifications, or last-minute changes, and coordinating or providing assistance during the activities.

12. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.

13. Remains competent and current through self-directed professional reading, developing professional contact with colleagues, attending professional development seminars, and attending training and/or courses as directed by the senior executive.

14. Contributes to the overall success of the administrative unit by performing other essential duties and responsibilities as assigned by the senior executive.

SUPERVISION

The Curriculum and Graduation Specialist, Graduate College, may supervise subordinate staff, and provides guidance to employees in subordinate units.

OFFICE OF HUMAN RESOURCES

NOVEMBER 2023

JOB FAMILY 1

Factor 1: Educational/Experience Requirements of the Job

Level 9.0 - 1800 Points: A combination of education and experience equivalent to a Level 9 as indicated by the Equivalencies Chart, when permitted by the Minimum Acceptable Qualifications.

Factor 2: Complexity and Technical Mastery

Level 5.0 - 580 Points: Advanced skill in oral and written communication, the ability to make basic mathematical calculations, the ability to understand and follow instructions, knowledge of moderately complex or other work procedures, the ability to work independently and coordinate a variety of activities and events, specific professional skills, and/or skills in managing a wide variety of complex processes are required.

Factor 3: Responsibility for the Work of Others

Level 4.0 - 110 Points: Some supervision and training of small numbers of student or part-time workers is required where the nature of supervision is largely confined to scheduling work and assigning tasks. Supervision at this level may also involve directing the work assignments of one or more permanent, full-time employees. Supervisory tasks may include providing input into hiring and employee evaluation processes, but the final decisions are made by other supervisors. The incumbent typically does not perform a full range of supervisory responsibilities, and supervisory duties typically involve relatively little time during the work day.

Factor 4: Guidelines

Level 4.0 - 370 Points: The work involves operating under general supervision expressed in terms of program goals and objectives, priorities, and deadlines. Supervision is given through statements of departmental, program, or project objectives and available resources. Administrative guidelines are relatively comprehensive, and incumbents need only to fill in gaps in interpretation and adapt established methods to perform recurring activities. In unforeseen situations the incumbent must interpret inadequate or incomplete guidelines, develop plans, and initiate new methods to complete assignments based on those interpretations. Assignments are normally related in function, but the work requires many different processes and methods applied to an established administrative or professional field. Problems are typically the result of unusual circumstances, variations in approach, and incomplete or conflicting data. The incumbent exercises judgment in interpreting the intent of guidelines, methods, and procedures, and determines the best process to achieve objectives.

Factor 5: Contacts

Level 6.0 - 525 Points: Contacts may involve regular interaction with senior executives other than one's supervisor, officials from government entities, elected officials, members of the media, etc. which require exercise of independent judgment and discretion in communicating information on behalf of the supervisor. Contacts with others may involve the communication of sensitive or confidential information to others with a need to know, as well as the obligation to maintain confidentiality of sensitive information obtained during the course of one's job.

Factor 6: Work Impact

Level 5.0 - 700 Points: Work activities address conventional problems or situations with established methods supply departments, programs, classes, or units with information, services, or products they use to perform their work and allows departments, programs, or units to function properly. Work products or services directly impact the operation, accuracy, reliability, acceptability, or design of programs, systems, or equipment that affects the operation of individual departments or units. Work activities directly affect the services or products provided by the department, unit, or program, the welfare of staff, students, or others that use the services or products of the department, program, or unit, or the reputation of the department, program, or unit.

Factor 7: Physical Effort and Work Environment

Level 1.0 - 25 Points: The work environment consists of exposure to physical conditions typical of a normal office environment. Most of the job is performed while sitting, although the work may require occasional standing or walking and/or the lifting and carrying of small objects.