Position Title
Graduation Specialist - Temporary

Employee Type
Temporary (Fixed Term)

Office/Department
Records (JMT)

Work Environment
Hybrid


Job Type
Full time
Benefits at Loyola
https://www.loyola.edu/department/hr/benefits/


Anticipated Start Date
10/18/2024

If Temporary or Visiting, Estimated End Date
02/01/2026

Position Duties
The Temporary Graduation Specialist in the Office of the Registrar is responsible for managing the University’s commencement process for the office, including preparing all student information for commencement, honors, medal ceremonies reader cards and publications. This position serves as the liaison with the Director of Academic Events and the director program operations/advisors for graduate departments, and manages the graduate (GR) electronic graduation application process, updating the Student Information System (SIS) with all graduation-related information. Additionally, this position evaluates graduate student records for degree clearance, is responsible for posting final comments, awards, and information on GR transcripts, including dissertation titles, departmental awards, and comp exam dates/scores; manages the office budget, the diploma ordering system, and prepares documents for Registrar to certify varsity and club student-athlete eligibility for competition. This position provides administrative assistant support to the Registrar and maintains the office. Graduation:
• Coordinate the data management and data entry processes for graduates from submission through deliverables. Review and process graduation applications, credentials for degree clearance and enter provided information into the SIS.
• Write, edit, prepare, and produce all correspondence to students and department chairs concerning application and degree clearance deadlines and student verification of degree completion.
• Manage diploma process including, but not limited to, ordering process, replacement diplomas for alumni, delivery is after conferral, order paper, electronic diploma process, deadlines, and signatures.
• Train department chairs and academic personnel on the use of electronic processes, approval of graduation applications, and submission of forms relevant to graduation requirements.
• Proofread and prepare information for diploma ordering and all commencement-related programs and reader cards.
• Run various reports before and after graduation, coordinating with various departments (i.e. graduating students on financial hold).
• Review graduate transcripts and provide to Registrar for review.
• Maintain documentation and procedures for graduation and diploma processes.
• Answer questions for student/parents regarding graduation, from application to conferral and May Commencement.
• Assist with undergraduate graduation application entry and transcript notations, as needed

Provide administrative support to the Registrar:
• Research past catalogs, policies, and student records when requested, this may include using Laserfiche and microfilm/microfiche.
• Support the Registrar with various administrative tasks, including, but not limited to, scheduling meetings, preparing agendas, compiling reports/data, office communications, preparing documents, and policy/procedure research projects.
• Serve as a backup transcript processor, including providing transcripts for the Office of Undergraduate or Graduate Admissions, and fulfilling transcript request orders using the NSC system following all University and departmental policies and procedures
• Communicate with official investigators and government contractors requesting transcripts.

Budget maintenance and office assistance:
• Maintain necessary records of all purchases and contracts. Review billing statements and resolve billing discrepancies with vendors.
o Maintain current list of all contracts and renewal dates for the Office
o Receive invoices and verify the accuracy in preparation for payment.
o Reconcile accounts payable per line item.
o Keep up to date on any changes made to pricing or contracts with vendors.

• Service counter
o Answering student, faculty and university constituent’s questions/directing phone calls, referring students to the appropriate office, following up, as necessary
o Answering questions from walk-in traffic
o Printing/sending transcripts as appropriate, in accordance with Family Educational Rights and Privacy Act, University, and Office policies and procedures
o Provide back-up coverage, when needed as determined by the Registrar


• Office assistant
o Scan and email paper forms to individual responsible for processing.
o Maintain/order office supplies, as necessary
o Submit tickets with Technology Services for technology needing service, as needed.
o Perform other office duties as needed, including back-up to the service counter
Bachelor's degree and 1-3 years of relevant, professional work experience required.
Demonstrated ability to assimilate information quickly with a willingness to continually learn new applications and processes.
Demonstrated ability for organizing and multi-tasking.
Demonstrated success on completing projects through to completion.
Ability to perform repetitive tasks and maintain attention to detail.
Ability to maintain a high level of data input accuracy in a busy and often interrupted environment. Ability to deal with conflicts and sensitive matters.
Excellent research and analytical skills.
Ability to work \ in a changing, fast-paced, environment.
Ability to work as a team player. Ability to handle confidential information in a professional manner. Excellent written and oral communication skills.
Excellent interpersonal skills.
Possess strong customer orientation.
Ability to prioritize tasks based on urgency.
Experience in Higher Education preferred.

Compensation Range:
$23.48/hr - $29.34/hr

Successful candidates for any staff, faculty, or administrative position at Loyola University Maryland will be subject to a pre-employment background check. Note: Experience and/or education may be substituted for requirements.


University Description
Loyola University Maryland is a Jesuit, Catholic university committed to the educational and spiritual traditions of the Society of Jesus and to the ideals of liberal education and the development of the whole person. Accordingly, Loyola inspires students to learn, lead, and serve in a diverse and changing world. Loyola’s beautiful, historic Evergreen campus is located in Baltimore, and its graduate centers are in Timonium and Columbia. Loyola enrolls 4,000 undergraduate and 2,000 graduate students across the Sellinger School of Business and Management, the School of Education, and Loyola College of Arts and Sciences. Founded in 1852, Loyola is one of 27 Jesuit colleges and universities in the United States and the first to bear the name of Saint Ignatius Loyola, founder of the Society of Jesus.


Diversity Statement