DEGREE AUDIT SPECIALIST

About this Job

Northwestern State University seeks qualified applicants for the position of Degree Audit Specialist.

To apply: Please submit a cover letter, professional resume, academic transcripts, and complete contact information for three professional references to [email protected].

Northwestern State University is a State as a Model Employer (SAME) agency.

The successful candidate will be subject to a background check, as a condition of employment.

Notice of Non-Discrimination

(Full Disclosure)

Northwestern State University provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

All complaints or inquiries related to Title IX should be directed to the Director of Title IX Compliance and Title IX Coordinator, Julie Powell (318-357-5570), Room 306 of the Friedman Student Union or email [email protected].

In accordance with Section 35.106 of the Americans with Disabilities Act (ADA), all participants, applicants, organizations, and interested individuals are advised and noticed that the ADA Coordinator for Northwestern State University for facilities is the Director of University Affairs, Jennifer Kelly (318-357-4300), located in Room 128 Caspari Hall or email [email protected]. For student academic services, contact the Director of Access and Disability Support, Crissey Smith (318-357-5460) located in Room 111 Watson Memorial Library or email [email protected]. For faculty/staff accommodations and services, contact Executive Director of Institutional Effectiveness and Human Resources, Veronica M. Biscoe (318-357-6359), Room 111 Caspari Hall or email [email protected].

Minimum Qualifications

• Education: Bachelor's Degree in Computer Information Systems or equivalent (e.g., Computer Science).
• Experience: Experience with Degree Works or comparable degree audit platform, working knowledge of the Ellucian Banner 9 student modules, and familiarity with academic advising and student record management is preferred.
• Technical Skills: Proficiency in SQL and reporting tools. Proficiency with Microsoft Office Suite (i.e., Word, Excel, PowerPoint, Outlook). Non-technical Skills: Strong analytical, problem solving, and decision-making skills required; excellent communication and interpersonal skills; ability to manage multiple tasks and projects simultaneously while maintaining attention to detail.

Job Specification

The primary responsibilities of the Degree Audit Specialist are maintenance of the degree audit system, providing direct support to students, faculty, and staff; conducting WIN-WIN processes; and the graduation application and candidate checkout processes.

Job Duties and Other Information

• Assisting the Associate Registrar for Registration and Graduation with maintenance of the Degree Works platform; scribing degree requirements, maintaining tables for Degree works, configuring academic requirements, troubleshooting issues, providing direct support to students, faculty, and staff, creating trai11ing materials, and conducting training sessions.
• Candidate Checkout: Coordinating and maintaining graduation applications; preparation, distribution to, and acquisition of semester graduation calendars from deans and administrative assistants on a weekly basis; coordinating the acquisition of Degree Works adjustment forms; reactivate inactive graduation application, data entry of degree check-out status; preparing graduation application letters of discrepancies to students and deans; ensuring that only academic deans and or their authorized administrative assistants have approved and applied exceptions on Degree Works; reviewing RBA 240 reports; generating discrepancy reports for academic colleges
• Candidate Checkout: verifying final degrees before posting and awarded degrees after posting; verifying and proofing diploma orders in accordance with graduation applications, and proofing names and honors for commencement program.
• Coordinating and preparing diplomas to be issued at commencement and/or mailing of diploma and cover to students following commencement
• Ordering replacement/duplicate diplomas and mailing to students (backup)
• Sending communication via email to potential WIN-WIN each semester; running and validating degree audit reports for WIN-WIN students and resolving discrepancies on degree audits as needed; processing a "What-if" degree audit for WIN-WIN students; readmission, registration, etc., and verifying entered graduation applications for WIN-WIN students and advising WIN-WIN students via email, telephone, or face- to face in reference to graduation requirements.
• Updating Degree Plans for ArmylgnitED and Degree Works.
• Coordinating, maintaining, and making office deposits according to guidelines; acquisition of fees, and writing receipts (checks, money orders, and credit card authorizations) for backdated/duplicate diplomas, and special exams (backup)
• Coordinating, analyzing, and working-up appeal requests for exception to policy for cancellations, resignations, grade appeals, including review and summarizing requests for exception to policy, providing documented attendance reports to substantiate requests in preparation for the Registration/Credits/Graduation Council (RCGC), set-up, attend meetings, and notify council members of meetings; prepare minutes and submit for approval; carry out any tasks assigned by the committee; maintain accurate records of meetings, procedures, and decisions; prepare and distribute decision notifications to students (backup)
• Coordinating and preparing current and accumulated graduation count summary to Registrar and News Bureau (backup)
• Coordinating and managing online processes to set-up application for graduation on INB & SSB (backup)
• Preparing Degree Works Instructional Booklets for training of deans, department heads, faculty, and staff
• Updating and maintaining tables in Sure Code and Transit, SMAPROG
• Commencement/End of semester processes
• Other duties as assigned.