Degree Audit Specialist

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 degree of supervision exercised over this position):

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.

DISCLAIMER:

The duties listed above are intended only as an illustrations of the various aspects of the position and types of responsibilities that may be performed.  The omission of specific statements does not exclude them from the position if work is similar, related or a logical assignment to the position and does not preclude management from assignment duties not listed herein if such functions are a logical assignment to the position.  This position description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as needs of the employer and requirements of the position change. 

Pacific Oaks College and Children’s School is committed to providing an environment that is free of discrimination and harassment of any type. In keeping with this commitment and as required by Title VI, Title IX, Section 504 and all other applicable federal and state laws, Pacific Oaks College and Children’s School does not discriminate and prohibits discrimination and harassment against its employees, students and applicants in its programs and activities based on race, color, religion, creed, sex, gender, gender identity, gender expression, sexual orientation, national origin, ancestry, citizenship status, marital status, parental status, pregnancy, age (over 40), medical condition, physical or mental disability, veteran status, genetic information or characteristics protected by the state or federal employment harassment and discrimination laws.

*Essential versus Marginal

At least 5% of the ongoing work of the position, in addition to general statements like “other duties as assigned” and “contribute to team effort,” must be noted as marginal.

We believe all the duties of a position are essential or we would not have them listed. We have to adjust our definition of “essential” and “marginal” to that of the Equal Employment Opportunity Commission, (EEOC) and the Americans with Disabilities Act, (ADA) for the purpose of job descriptions, and limit essential functions to those that meet the narrow definition established by the EEOC: Essential tasks/functions are those which a person must be able to perform with or without a reasonable accommodation. Employers can require all applicants and employees to perform essential tasks of the job in question. (The ADA does not relieve a disabled person from the obligation to perform the essential tasks of the job).

Marginal tasks/functions are all the other assigned work; those tasks that are non-essential to the position. This means specific duties or tasks that are not, in and of themselves, the reason the position exists. Marginal tasks can be assigned to someone else or other accommodations can be developed if a qualified individual under the ADA cannot perform them.

Factors to consider in determining if a function is essential:

• Does the job exist to perform this function? If not, it is likely a marginal function for this position.
• How much time is spent performing this function? A function must take at least 5% (100 hours per year) of the position’s effort to be considered essential.
• Can other co-workers do this function if necessary?
• Could someone else perform the duties with minimal to moderate disruption or inconvenience?
• Would taking the function from the job significantly change the job?
• Would there be significant consequences if the function were not performed?

Percentage of Effort

Percentage of effort quantifies an estimation of the amount of time, over the course of a year, an employee will spend completing each key accountability rounded to the nearest 5%. Duties that comprise less than 5% of a position’s effort should be combined or removed. The sum of all key accountabilities must total 100% effort regardless of FTE.

Percentage        Week                  Year (full-time, 12-months)

25%                     10 hours             3 months / ~500 hours

20%                     8 hours               2 ½ months / ~400 hours

15%                     6 hours               1 ½ months / ~300 hours

10%                     4 hours               5 weeks / ~200 hours

5%                       2 hours               2 ½ weeks / ~100 hours

Examples of Primary Duties:

• Assist faculty with routine requests such as scheduling conference rooms for meetings, prepare seminar announcement, and copy, assemble packets and folders of information. (35%)
• Provide leadership in decision making, resolving problems, developing procedures, initiating new programs and engaging faculty, students and staff to meet the goals of the unit. Participate in strategic planning for future faculty led programming which is the fastest area of growth in the Education Abroad unit. (20%)

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.