Item 9.H-December 13, 2013
ADMINISTRATIVE FACULTY POSITION DESCRIPTION QUESTIONNAIRE
To expedite and facilitate the PDQ review process, please send the PDQ and Org Chart electronically to
marshag@unr.edu for discussion and for initial review before routing PDQ for approval signatures.
Questions - call UNR Faculty HR at 682-6114
INSTRUCTIONS: See http://www.unr.edu/hr/compensation-and-evaluation for complete instructions.
Incumbent(s) Name (if applicable): Stephen Calhoun
Position #(s): 10035
Current Title: Coordinator, Graduation Services
Current Range: 2
(JCC:67134 )
Department: Admissions and Records
College/Division: Enrollment Services/
Vice President, Student Services
Account #(s): 1206-105-0404
Action Proposed: (check all that apply)
( ) New position: Proposed Range:
Proposed Title:
( ) Title Change, Proposed Title:
( ) Proposed Reassignment from Range
to Range
(X) Revised PDQ only (no change in range or title)
( ) Line of Progression (show titles below)
Range:
JCC (Current
or new HR
assigned):
I certify that the statements in this description are accurate and complete to the best of my knowledge.
____________________________________________________________
Employee’s Signature
__________________
Date
I/we have reviewed the statements in this form and they accurately reflect the job assignments.
____________________________________________________________
Immediate Supervisor’s Signature Maureen Cronin, Associate Registrar
Degree Audit
____________________________________________________________
Director/Chair/Dean
Melisa Choroszy, AVP, Enrollment Services
__________________
Date
__________________
Date
Approved for Salary Placement Committee review.
____________________________________________________________
__________________
Pres / Vice Pres / Vice Prov Signature Shannon Ellis, VP, Student Services
Date
Action Approved by the Provost/President (Completed by Faculty HR):
67134 Range:
2
Pos #(s): 10035
JCC:
EEO: 3A
Eff: 12/1/2013
Approved Title: Coordinator, Graduation Services
Employee signs on “final” stamped approved PDQ and sends to HR for personnel file.
Employee Signature:_______________________________________________ __________________
Date
Printed Name: ____________________________________________________
Rev: 10/1/2012
Position Description – Coordinator, Graduation Services
Page 2
1. Summary Statement: State the major function(s) of the position and its role in the
university. Attach an organizational chart with positions, ranges, and names for the division
which reflects the position in it as well as those supervised in the department. (This section is
used for advertisement of the position.)
The Coordinator of Graduation Services is responsible for the implementation of all policies,
procedures and quality control measures associated with undergraduate and graduate degree
awarding and certification. The position develops and maintains the graduation and commencement
web pages. The position provides student graduation data reporting and analysis to colleges and
advisors. The position also provides documentation, training, and support to advisors, faculty and
staff concerning graduation processing. The position reports to the Associate Registrar, Degree Audit.
2. List the major responsibilities, including percentage of time devoted to each. Provide
enough detail to enable a person outside the department to understand the job (percentage
first with heading and then bulleted information).
25% - Degree Certification and Quality Control
 Determines graduation eligibility and maintains set-up for automated assignment of graduation
eligibility
 Verifies degree requirements have been met and maintains set-up for automated system of
query based graduation updates
 Certifies graduation
 Verifies Latin distinction
 Coordinates the resolution of graduation discrepancies with college dean’s offices and
departments as appropriate
 Removes ineligible students from graduation
 Manages graduation appeals and withdrawals
 Monitors graduation fee to ensure it is being applied to student accounts and being paid
 Managing dedicated diploma software, prints diplomas in a timely manner
 Oversees mailing of diplomas including management of holds and bad addresses
 Manages duplicate diploma requests
25% - Communication with Graduation Applicants Management
 Collaborates with degree audit staff, the catalog coordinator, and campus web design
professionals to maintain a graduation website
 Maintains web-based graduation FAQs and help files for graduation
 Collaborates with degree audit staff and college and departmental advisors in developing and
distributing communications on the graduation application process to potential graduation
applicants
 Collaborates with degree audit staff and college and departmental advisors in developing and
distributing communications to graduation applicants acknowledging receipt of their
application, providing regular updates on their graduation status and providing information
about the commencement ceremonies
 Responds to phone and email inquiries on graduation including Zendesk tickets
20% - Documentation and Testing
 Develops business process guides for Graduation Certification
 Participates in testing of new PeopleSoft releases and documentation of changes to the new
system and/or academic policy changes that affect system operation
Position Description – Coordinator, Graduation Services
Page 3
15% - Reporting and Data Analysis
 In collaboration with degree audit staff, designs and manages academic progress reporting in
order to identify students who are and who will soon be eligible to graduate
 In collaboration with degree audit staff, designs and manages reporting to dean’s offices and
faculty advisors of graduation discrepancies
 Works cooperatively with degree audit staff in the development of the student data warehouse
(EPM) in defining degree audit data and developing reporting for end users
 Conducts quantitative and qualitative research to optimize graduation rates and minimize time
to degree
15% - Dismissal and Probation Management
 Coordinate communication with students who are on probation or have been dismissed from
the University
 Manage dismissal workflow to ensure dismissal committee has access to all relevant
documents
 Organize committee meetings to ensure timely decisions are made regarding student status
 Inform students of the committee’s decisions immediately and update records in the student
information system accordingly
3. Describe the level of freedom to take action and make decisions with or without
supervision and how the results of the work performed impact the department, division and/or
the university as a whole.
Level of Freedom:
The position implements processes and procedures that maximize the functioning of the degree audit
division in consultation with the Associate Registrar for Degree Audit. The incumbent has latitude in
decision making within established precedent, policies and procedures. The Coordinator reports
issues and decisions outside these parameters to the supervisor with minimal supervision in areas of
responsibility.
Impact:
The decisions made by the individual directly impact the integrity of the University degree.
4. Describe the knowledge, skills (to include cognitive requirement and verbal and written
communication), and abilities (to include task complexity, problem solving, creativity and
innovation) essential to successful performance of this job (in bullet format).
Knowledge of:
 PeopleSoft Student Information System
 Business processes in degree audit processing
 Higher education policies, regulations, and procedures
 Federal laws governing security and privacy of student information, i.e., Family Educational
Rights and Privacy Act (FERPA)
Skills:





Effective verbal and written communication
Interpersonal and human relations
Customer service
Statistical research and data analysis
Technical writing
Position Description – Coordinator, Graduation Services
Page 4
Ability to:
 Maintain confidentiality of sensitive information
 Multi-task
 Implement complex policies and procedures
 Produce training material and conduct training.
 Educate students, faculty and staff regarding policies and procedures necessary for
graduation success
 Analyze data sets for ad hoc reporting
 Work effectively with diverse groups of students, faculty and staff
 Define business and workflow processes
5. Describe the type of personal contacts encountered in performing the duties of the job.
Explain the nature and purpose of these contacts: i.e., to provide services, to resolve
problems, to negotiate.
Internal
Colleges and Department
Offices
Students
External
None
Reason for Contact
To collaborate on the development and constant refinement of
academic progress and graduation reports; to create
documentation, and offer training, and support to optimize the use
of the reporting tools
To manage graduation appeals and assist with resolution of
graduation discrepancies
Reason for Contact
6. Indicate the minimum qualifications which are necessary in filling this position should it
become vacant. Please keep in mind the duties/responsibilities of the position rather than the
qualifications of the incumbent.
a.
Minimum educational level, including appropriate field, if any.
Bachelor’s Degree from a regionally accredited institution
b.
Minimum type and amount of work experience, in addition to the above required
education necessary for a person entering this position.
Bachelor’s Degree and two years or Master’s Degree and one year of experience in
higher education
Preferred Licenses or Certifications: None
c.
Indicate any license or certificate required for this position.
None