Job Description:

POSITION SUMMARY:

The Degree Audit Specialist plays a crucial role in ensuring the smooth operation of the degree audit system. This role involves creating and maintaining degree audits, with a focus on updating general education requirements, program specializations, and integrating new academic programs. The specialist develops and implements training materials for faculty and staff on degree audit processes, serves as a key resource for resolving audit issues, and performs quality control by testing and troubleshooting both existing and new processes.

This position is based in Pasadena and reports directly to the Associate Registrar.

SUPERVISION RECEIVED

The incumbent performs a variety of routine work within established policies and procedures and receives detailed instructions on new projects and assignments.

SUPERVISION EXERCISED

No supervisory responsibilities.

ESSENTIAL FUNCTIONS:

• Degree Audit Management: Conducts and updates regular and final degree audits for students, including processing course substitutions, adjusting degree plans, and managing anticipated graduation dates.

• Transfer Credit Integration: Consults with academic teams to integrate transfer credits and non-coursework into degree audits, ensuring accurate degree plan adjustments.

• Readmission Evaluations: Assesses potential readmitted students and provides data to the Academic Dean for decision-making on re-entry into graduate programs.

• Graduation Processing: Manages all aspects of graduation processing, including applications, degree certification, diploma production, and degree posting.

• Process Coordination and Documentation: Coordinates, implements, and maintains the degree audit process, and maintains the procedure manual for degree conferral and diploma printing.

• Communication: Communicates degree audit statuses to students and provides training on degree audit requirements and processes to students, staff, and faculty.

• Policy and Regulation Compliance: Interprets and enforces institutional policies and FERPA regulations related to degree audits and student privacy.

• Quality Control: Ensures accuracy in data entry and updates, following quality control standards for graduation dates and student statuses.

• Collaboration: Works with advisors, faculty, and staff to ensure accurate application of college policies and academic requirements.

• Team Support: Provides support to other members of the Registrar team as needed.

• Performs other duties as assigned.

Is regular attendance an essential function? ☒ Yes ☐ No

ESSENTIAL KNOWLEDGE, SKILLS and ABILITIES:

• Analytical and Problem-Solving Skills:

  • Strong analytical problem-solving abilities.

  • Ability to apply academic policy and procedures to academic records evaluation.

• Communication and Interpersonal Skills:

  • Excellent communication skills, both written and oral.

  • Ability to interact courteously and professionally with a diverse student population, faculty, and the public.

  • Ability to use tact and diplomacy.

• Detail Orientation and Confidentiality:

  • Detail-oriented with a high degree of confidentiality and discretion.

  • Ability to deal with confidential and sensitive material professionally.

• Time Management and Flexibility:

  • Ability to balance a variety of tasks and demands to meet deadlines.

  • Ability to work some evenings and weekends as needed.

• Teamwork and Independence:

  • Ability to work within a team environment.

  • Ability to follow through independently on duties and assignments.

• Learning and Application:

  • Ability to learn and apply complex academic policies and procedures.

  • Proficient with basic computer and database applications.

Preferred Knowledge, Skills, and Abilities:

• Dependability and Time Management:

  • Responsible and dependable with excellent time management skills.

• Interpersonal Skills:

  • Ability to use tact and diplomacy.

• Flexibility:

  • Must be able to work some evenings and weekends as needed.

POSITION QUALIFICATIONS:

Required Education:

• Degree:

  • Bachelor’s degree or equivalent years of experience required

Required Experience & Skills:

• Experience:

  • Minimum 3 years’ experience working in a college setting or accredited institution of higher learning.

• Skills:

  • Excellent written and oral communication skills.

  • Proficient with basic computer and database applications such as Microsoft Office and student records systems.

  • Ability to learn new software.

Preferred Experience & Skills:

• Interpersonal Skills:

  • Strong interpersonal and customer service skills.

• Knowledge:

  • Knowledge of FERPA guidelines.

• Technical Skills:

  • Working knowledge of Campus Vue/Campus Nexxus and Perceptive Content/Image Now.

TYPICAL WORKING CONDITIONS

• Office environment; typically, 70 degrees

• Noise level is usually quiet to moderately noisy while in the office

EQUIPMENT USED:

• Computer/Laptop

• Calculator/10-key

• Telephone

• Copier, scanner and fax machines

ESSENTIAL PHYSICAL & MENTAL TASKS: (Check all that apply):

Physical Demands:

☒ Standing ☒ Lifting: 10 Lbs.

☒ Pushing/Pulling ☐ Driving

☒ Walking ☒ Carrying

☒ Hearing ☒ Speaking

☐ Reaching ☒ Writing

☐ Squatting/Kneeling ☒ Seeing

☐ Climbing ☐ Pushing ☒ Other: Typing

Physical Environment - Exposed to:

☒ Noise ☐ Heat/Cold ☐ Fumes/Gases

☐ Human Tissue/Fluids

☐ Chemicals ☐ Carcinogens ☐ Dirt

☐ Animal Tissue/Fluids

☐ Toxic Chemicals ☐ Radiation ☒Other: Dust

☐ Biohazardous Material

Mental Demands:

☒ Reading ☒ Frequent Interruptions

☒ Periods of Concentrated Attention

☒ Detailed Work ☐ Irregular Work Schedule

☒ Frequent Contact with People

☒ Frequent Deadlines ☐Other:

☒ Multiple Concurrent Tasks

TRAVEL: Up to 5% of total time

ENVIRONMENTAL CONDITIONS:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job:

The noise level in the work environment is usually quite to moderately noisy while in the office. The office temperature is about 70 degrees.

DECISION MAKING:

The position is governed by the policies of Pacific Oaks, along with established procedures for the department. Independent judgment is required in the supervision of personnel as well as in the carrying out of the department's strategic goals and budget management.

CONTACT RESPONSIBILITIES:

Routine exchange or presentation of information.

Responsible for demonstrating professionalism and leadership in resolving conflicts with students and employees. Recommends alternative approaches to solve problems and conflicts.

FINANCIAL RESPONSIBILITY:

This position does not require the management of budgets, but it is required to follow Pacific Oaks policies for purchasing and budget approvals.

Compensation & Benefits

This opportunity is budgeted at $18.00-19.36 base compensation. Additional compensation factors may impact total compensation. To learn more about our competitive benefits and additional rewards, including generous paid time-off, medical and dental insurance coverage, life and disability insurance, retirement plan with employer contribution, multiple flexible spending accounts, tuition reimbursement, click the link below.

https://www.pacificoaks.edu/about/careers-pacific-oaks/

Pacific Oaks is an Equal Opportunity Employer.

Pacific Oaks participates in E-Verify and verifies identity and employment eligibility of all persons hired.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. Pacific Oaks offers equal employment opportunities to all persons without regard to race, color, ethnicity, religion, sex, sexual orientation, national origin, age, marital status, physical or mental disability, parental status, housing status, source of income or military status, in accordance with applicable federal, state and local EEO laws.