General Description of Position:
This position reviews Master's and Doctoral students in assigned graduate programs. Reviews the program of study and changes to the programs of study; assesses student progress for requirements to take their final examinations; processes ETDR and ProQuest submissions; assists with arrangements for commencement; handles diploma ordering, holds and distribution; provides backup to other staff members when needed; provides consistent, positive interaction with all staff and faculty.
Information about the Department:
Diversity and Inclusion:
Kansas State University embraces diversity, and promotes inclusion in every sector of the institution. The university actively seeks candidates whose commitments and contributions will advance the University's commitment to the Principles of Community.
Evaluates and reviews programs of study, program/committee changes and transfer credits for all masters and doctoral students in assigned graduate programs in compliance with guidelines and policies set by the Graduate Council and individual departments. Confirms graduate faculty status of supervisory committee members. Determines whether requirements have been met for students to schedule preliminary and final examinations, communicates with students and faculty to facilitate completion and/or resolution of problems. Issues preliminary examination ballots, final examination ballots and ballots for electronic thesis/dissertations/reports (ETDR). Processes and reviews ETDR submissions uploaded to KREx and ProQuest. Publish and edit doctoral defenses to the University calendar. Create doctoral assigned outside chairperson notifications after designation by the Graduate School Dean, to the student, committees and departments.
Inputs information regarding graduate students to student information system (KSIS) and various computer programs designed to track tabulations and forms needed for record keeping, including Degree Audit and Reporting (DARS). Tracks and contacts students, faculty, staff and Graduate School Dean on candidacy dates nearing expiration. Verifies delinquency charges and/or clearance on diplomas. Posts student’s ETDR fees to KSIS (iTAC, Hale, Graduate School accounts) Oversees distribution of various data reports and materials to staff, faculty, and departments in a timely manner. Obtains information from Postal Service and summarizes costs of mailing diplomas. Coordinates with eShipGlobal for distribution to diplomas outside the United States. Oversees distribution of various data reports and materials to staff, faculty and departments’ in a timely manner.
Continuously orders updated lists of Graduate School Candidates for graduation throughout each semester for management and verification of final degree requirements. Orders diplomas and other materials needed for commencement and mailing of diplomas. Notifies graduate students of holds preventing mailing of diploma via written correspondence. Organize and track student diplomas on hold from previous semesters. Assists with the processing of commencement participation request, preparation of commencement program; orders refreshments for reception. Confers often with the Administrative Office, Assistant to the Deans and Dean and other staff for changes and additions to the ceremony and reception.
Triage and respond to inquiries from staff, faculty members, students and colleagues for appropriate action to resolve problems, answer questions, and update records. Provides assistance to other staff when needed. May participate in the selection of student assistants; provide training for specific tasks, request tasks to be completed and timeframe for completion of duties by student assistant.
Participates with the Graduate School team and contributes information regarding upcoming events, procedures and office processes to enable changes toward achieving greater efficiency and a higher level of communication and service. Completes support tasks for Dean’s Administrative Assistant. Work with other Degree Specialists to organize and conduct informational student forums.
Required Minimum Qualifications:
Five years of experience in office/clerical work. Training in the use of personal computers and office software, general office practices, office administration, mathematics, English grammar. Good Communication and interpersonal skills are required to effectively work with faculty, staff, students, supervisors, colleagues and the public. Good oral and written communication skills in the English language to give and receive instructions and information. Customer service skills are needed to support service oriented environment of the Graduate School. Strong organizational skills and ability to work independently are also necessary in this position. Proficiency in highly developed computer skills using Microsoft Office (to include Word, Access, PDF, Excel and PowerPoint), Internet search engines, Adobe, email and electronic calendars. Ability to determine deadlines, set priorities and meet established timelines. Discretion in handling confidential information and materials. University or academic experience with knowledge of Kansas State University.
Special Instructions to Applicants:
Please send a letter of interest, resume and three references.
Screening of Applications Begins:
As soon as possible
Salary Range / Pay Rate:
Equal Employment Opportunity:
Kansas State University is an Equal Opportunity Employer of individuals with disabilities and protected veterans and actively seeks diversity among its employees. Equal Employment Opportunity is the Law.
Background Screening Statement:
In connection with your application for employment, Kansas State University may procure a Background Screen on you as part of the process of considering your candidacy as an employee.