Graduation Specialist

Location: Saint Leo

Job Description Summary Under supervision of the Assistant Registrar, the Graduation Specialist is an entry-level position within the Registrar’s Office, who is responsible for all tasks related to degree conferral for all students and diploma production. The incumbent reviews and analyzes student program evaluations to ensure academic requirements and institutional policies are satisfied, collaborates across departments to resolve outstanding issues, and communicates effectively with students and alumni.

The Graduation Specialist must be comfortable with using various forms of technology and systems. This role requires strong critical thinking, attention to detail, and a commitment to providing a high-quality, student-centered experience, particularly as one of the final touch- points in the Saint Leo student journey.

Job Description DUTIES AND TASKS:

Receive, evaluate, assess, and process a high volume of confidential records for graduation candidates, including their application for degree conferral.

Serve as the primary point of contact for students, alumni, faculty, and staff regarding degree conferral and diploma inquiries.

Solicit, receive, and process applications for degree conferral, including an on-going communication plan and consistent reporting means to identify follow up.

Compare graduation applications to degree requirements and university policy to ensure compliance.

Maintain an ongoing, efficient, and accurate degree audit and clearance process, routinely assessing student program evaluations, performing detailed reviews of individual academic records and address any discrepancies or adjustments in consultation with academic advising personnel.

Process degree conferrals for all students who have met their requirements for program completion at the close of each term, in accordance with the academic calendar.

Collaborate with student financial services to review student accounts for appropriate clearances and monitors impacting degree conferral and diploma release.

Oversee the full diploma production lifecycle including printing, preparation for mailing, tracking returned diplomas, and resolving delivery issues.

Monitor and manage the release of diplomas in accordance with institutional financial hold policies.

Upload and manage digital diploma distribution at the close of each graduation cycle, in accordance with institutional processes.

Prepare and issue official documentation including degree verification and anticipated completion letters.

Process requests for apostille and respond to complex documentation needs in compliance with international requirements.

Generate reports for internal stakeholders including Student Financial Services, advisors, alumni, and leadership, regarding anticipated graduates and degrees conferred

Process requests for duplicate and replacement diplomas.

Maintain and audit inventory of diploma materials and mailing supplies.

Review and process 'hold for degree' transcript requests, following each graduation cycle

Confirm completion of credit-bearing certificate programs, and produce the printed certificates

Prepare diploma covers for distribution during commencement ceremonies

Support preparation for commencement ceremonies, including assistance with student communications, responding to email or phone inquiries, and validating student participation data Participate and contribute to the success of official events, including, but not limited to commencement.

Provide cross-functional support for other Registrar operations and contribute to process improvements within the business unit.

Archive and image documents within student records systems.

Maintain confidentiality of student records.

Perform other duties as assigned.

REQUIRED

KNOWLEDGE, SKILLS AND ABILITIES:

High School diploma. Associates degree preferred.
3 years of job-related experience.

Skills & Abilities:

Exhibit a cheerful, positive, loyal, team-member attitude toward the purposes, programs, policies and goals of the university.

Dedication to customer satisfaction by providing timely and accurate services.

Skills in active listening, critical thinking, verbal, and written communication.

Multicultural competencies;…