Qualifications

Required:

  • Bachelor’s Degree from an accredited college or university.
  • Two (2) years of experience in office-related work.

Desired:

  • Master’s degree (or higher) from an accredited college or university.
  • Experience with the Ellucian Colleague Student Information System.

Primary Position Responsibilities:

  • Define and manage application deadlines for all academic terms, ensuring timely posting on the University website.
  • Track, prepare, and submit official graduation checklist and graduation applications.
  • Maintain accurate and up-to-date graduation databases and related correspondence using Colleague and other University systems.
  • Update graduate names and addresses until the final deadline, maintaining accurate records throughout the process.
  • Serve as a point of contact for all application and degree-related inquiries, providing detailed information and guidance to students.
  • Communicate effectively with deans’ offices and academic departments regarding deadlines and requirements.
  • Collaborate with the Commencement Committee to coordinate activities and logistics for graduation and commencement exercises.
  • Communicate effectively with degree candidates and faculty regarding graduation-related matters.
  • Prepare and produce commencement programs and oversee the distribution of diplomas.
  • Update student records to show graduated.
  • Serve as a primary point of contact for academic advisors, and providing support and guidance as needed, related to degree completion.
  • Compile and send the graduate list for program production, ensuring accuracy and appropriate edits.
  • Verify and correct graduate names prior to printing commencement materials.
  • Submit addresses for printing labels and manage diploma production, including ordering and packaging of diplomas.
  • Oversee the timely mailing of diplomas through standard procedures, managing returns, and inadequate addresses.
  • Maintain an adequate inventory of diploma covers and identify Latin Honor Recipients for special recognition.
  • Identify Latin Honor Graduates ahead of ceremonies, notifying recipients and coordinating the distribution of honor stoles.
  • Re-run Latin Honor reports and ensure appropriate recognition stickers are applied to diplomas before shipping.
  • Coordinate with online programs to include necessary inserts and collaborate with administrative staff to prepare congratulatory letters for undergraduate graduates.
  • Schedule diploma pick-up and shipping arrangements, ensuring timely delivery to graduates.
  • Submit printing orders for commencement programs, diplomas, mini-diplomas, and address labels, coordinating with relevant departments.
  • Collaborate with alumni affairs to verify mini-diploma accuracy and billing.
  • Communicate with graduates regarding diploma mailing and transcript requests, providing updates as needed.
  • Address inquiries related to degree reprints, verifications, and unpaid bills affecting diploma issuance.
  • Maintain detailed tracking information for diplomas to troubleshoot and resolve issues with missing or delayed deliveries.
  • Manage daily administrative tasks, including answering phone calls and emails.
  • Print and send transcripts to the Certification Office after degrees are posted for certification.
  • Maintain graduation screens in Colleague.
  • Process substitutions and academic forgiveness.
  • Assist with transfer credit.
  • Other duties as assigned by the Registrar.

Cross Departmental Duties

  • Assisting with course scheduling in Ad Astra.
  • Register Students.
  • Process drop forms, add forms, transcript requests, enrollment verifications, and in-school deferments.
  • Other duties as determined by the Registrar.

To Apply:  Send materials listed below by mail or email to:

Emily McInnis, Registrar

Station 55

Livingston, AL  35470

ejm@uwa.edu

  1. Cover letter.
  2. Resume/vita, documenting related work experience.
  3. Email and phone number of three professional references; reference letters may be requested later.
  4. Transcripts of all college work.  Unofficial transcripts will suffice for application.  Official transcripts must be submitted immediately upon employment.

Prior to hiring, the final candidate(s) must successfully pass a pre-employment background investigation, including information obtained from social media and other internet sources.

The University of West Alabama does not discriminate on the basis of race, religion, hearing status, personal appearance, color, sex, pregnancy, political affiliation, creed, ethnicity, national origin (including ancestry), citizenship status, physical or mental disability (including perceived disability), age, marital status, sexual orientation, gender identity, gender expression, veteran or military status, predisposing genetic characteristics, domestic violence victim status, or any other protected category under applicable local, state, or federal law, including protections for those opposing discrimination or participating in any grievance process on campus, with the Equal Employment Opportunity Commission, or other human rights agencies.

AA/EO Employer.

Minority applications encouraged.