Graduation Support Representative (Records Services Representative)

ENROLLMENT MANAGEMENT (IN-ENRL-IUINA)

The Office of the Registrar is an environment where policies, procedures, and the systems that support these operations require innovations, new applications, and new procedures. This position must be able to maintain standards, equity, and fairness in the interpretation of complex rules. One must ensure that analysis and decision-making is consistent and equitable.  This is a position upon which numerous campus partners rely.  Partners in each of the individual schools/units, the Graduate School, the Office of Admissions, and Office of the Bursar all rely on this position for interpretation and guidance when there are questions related to a student's eligibility to graduate or issuance of certified University documents. This position is one that contributes to Indiana University disclosure and compliance requirements under a number of federal and state laws and policies.

The Office of the Registrar assumes a key role in the coordination, integration, development, and implementation of core university functions which support campus academic departments, faculty, and students.  

Department-Specific Responsibilities

• Develops processes and deliver support to academic departments to ensure required university degree conferral policies and procedures are upheld for all degrees & credentials. 
• Provides training to new campus recorders on degree conferral policies and practices to ensure compliance. 
• Manages the production and distribution of paper and electronic diplomas 
• Audits student program/plan stack changes in the SIS which will directly impact degree awarding and anticipated graduation as well as a student's ability to effectively utilize the IU student success software.   
• Manages the publication of the IU Indianapolis Commencement Bulletin which includes graduates from IU Columbus and IU Fort Wayne as well. 
• Provides expertise and appropriate action in reviewing, analyzing, and administering all processes related to degree conferral compliance and diploma processing and distribution. 
• Assists with the review and tracking of residency appeal documentation.
• Partners with the academic support team in auditing student program/plan stack accuracy and serving as a back-up coder for the degree audit and planning system. 
• Gains expertise in the complex relationships between the student information system, supporting student success applications, and the diploma vendor and printing systems is of utmost importance. 
• Acts as an analyst and problem solver for students, staff, and faculty inquiries related to degree conferral and graduation while adhering to federal, state, and university policies concerning the privacy of student records.

General Responsibilities

• Interprets and explains a wide range of university and governmental policies and procedures involving official records and/or student loans to students, faculty, parents, and the general public.
• Processes and maintains official records; answers specific questions regarding records; ensures that records are accurate and complete; and investigates and resolves any questions or discrepancies.
• May process, approve, and issue short term loans and/or official documents including transcripts, student loan deferments, and insurance forms after determining student eligibility.
• Responds to requests for information; determines appropriateness of release of information under well established university and federal policies; transmits information, if appropriate.
• Distributes and collects forms from walk-in clients; sets up staff appointments, if needed.
• Monitors any changes to student files; updates as new information is received. Develops and maintains files and databases.
• Responds to student inquiries regarding status of account. Provides technical direction to part-time student staff.
• May certify completion of degree requirements. 

Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.  

EDUCATION

Required

• High school diploma or equivalent (such as HSED or GED). 

Preferred

•  Associate or Bachelor's degree. 

WORK EXPERIENCE

Required

• 2 years in customer service, higher education, or related field.

SKILLS

Required

• Proficient communication skills.
• Maintains a high degree of professionalism.
• Demonstrated time management and priority setting skills.
• Demonstrates a high commitment to quality.
• Possesses flexibility to work in a fast paced, dynamic environment.
• Highly thorough and dependable.
• Demonstrated ability to maintain confidential information.
• Friendly and service-oriented.

Preferred

• Excellent organizational skills.
• Excellent collaboration skills.
• Commitment to working with people of diverse backgrounds.
• Interprets federal, state, and institutional rules and regulations.
• Strong technical, analytical and problem-solving aptitudes and skills. 
• Ability to leverage technology to improve operations.

This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation.

IU Indianapolis Campus

Indianapolis, Indiana

$40,000 - $42,600 per year based on experience. 

For full-time staff employees, Indiana University offers a wide array of benefits including:

• Multiple plan options for medical insurance
• Dental insurance
• Health Savings Account with generous IU contribution
• Life insurance, LTD, and AD&D options
• Base retirement plan contribution from IU, subject to vesting
• Additional supplemental retirement plan options
• Tuition benefit for IU classes
• 10 paid holidays per year
• Generous Paid Time Off
• Paid Parental Leave
• Employee Assistance Program (EAP)

Learn more about our benefits by reviewing our online Benefits Brochure .

Career Level: Intermediate

FLSA: Nonexempt

Job Function: Student Services

Job Family: Student Services Generalist

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This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.

If you wish to include a cover letter, you may include it with your resume when uploading attachments.

Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment based on individual qualifications. Indiana University prohibits discrimination based on age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University’s Notice of Non-Discrimination here which includes contact information .

The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online . You may also request a physical copy by emailing IU Public Safety at [email protected] or by visiting IUPD.

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Telephone: 812-856-1234