Position Overview

• The Graduation Coordinator for is responsible for conducting an accurate and thorough academic audit of requirement completion for each student eligible to graduate by working directly with each college and department towards student degree completion. This position is responsible for posting completed degrees and awards to students' transcripts, manage the ordering of all diplomas for graduates which involves executing data reports, extracts, and queries out of the student information system PeopleSoft). The Graduation Coordinator also works closely with individuals in other units of the university to execute Commencement programs. This position is housed in the office of Registration and Records and reports directly to the Registrar.

• This is a 10-month position.

Responsibilities

• Work collaboratively with faculty and staff in all of the colleges and departments to ensure an accurate and thorough academic audit is conducted for each student on the graduation list.
• Manage communications with students and faculty regarding progress toward completion of degree requirements and graduation (e.g. communicating the deadlines for applying for graduation and the student's status with respect to unfulfilled degree requirements, updating the student’s record in the student information system, processing approved variances for individual students). Keep track of progress and updates from departments multiple times throughout the year by running queries, creating Google Sheets or Spreadsheets in Teams. Work collaboratively with the Honors Department to run processes and queries that ensure students will have honors processed in PeopleSoft.
• Run and schedule processes to ensure all graduating students are accounted for in our Graduation Table and have a degree name in the system. This will be done several times during the semester to ensure accurate data for the Commencement program. Run Commencement Program process, update formatting, then distribute to Marketing for creation of the Program.
• Ordering of Diplomas, including placing new orders for any student who applied after the deadline. Send list of students to Marching Order to be uploaded into software for Commencement plus updates for any late applications.
• Posting of graduate degrees- check with running queries for inappropriate grades prior to posting degrees. Change/update graduating status of any students who have not met requirements to graduate.
• Meet and communicate with a wide variety of constituents to plan and execute the commencement ceremonies. Assist with Commencement planning communication which provides detailed instructions to graduating seniors, coordinating faculty to serve as student marshals for Commencement, coordinating staff in Registration and Records to assist with Commencement processes (e.g. preparing diplomas, honors certificates, honors cords, card system to ensure graduates are in proper order during the ceremony, and enlisting their help at Commencement).
• Serve as back-up VA certifying official.
• Assist with the major processes and events in Registration and Records, to include phone support, monitoring the departmental email account, and in-person customer service.

Required Qualifications 

• Bachelor’s degree
• 1-2 years’ experience working with student records/student information systems in a higher education environment; Demonstrated level of experience with Office 365 beyond beginner level.
• Analytical: Demonstrates problem solving skills, recognizes potential problems and promptly informs supervisor, evaluates facts and reaches sound conclusions, effectively prioritizes challenges
• Communication: demonstrates written communication skills, strong verbal communication and listening skills, demonstrates customer service skills, effective interpersonal skills, able to articulate and respond to colleagues
• Personal Characteristics: able to simultaneously handle multiple priorities, demonstrates ability to maintain confidential information, demonstrates a high level of accuracy, even under pressure excellent organizational skills, friendly and service-oriented, highly thorough and dependable, maintains a high degree of professionalism, possesses a flexibility to work in fast-paced, dynamic environment, seeks to acquire knowledge in area of specialty, willingness to ask questions when not fully understanding the job to be done, willingness to adapt to change within a situation
• Productivity: consistent in completing work in a timely manner, demonstrates time management and priority setting skills, ability to work within tight time frames and meet strict deadlines

BU Benefits and Perks

Please check out Butler’s Total Rewards website to learn more about our benefit offerings, which include:

• Paid Time Off and Holidays:
  • 20 days of paid time off (vacation and PTO days) per Fiscal year
  • 8 Paid Holidays
    • In addition, a paid Winter Break between Christmas Eve and New Year’s Day
  • Paid Parental Leave (after 1 year of full-time employment)
• Health:
  • Comprehensive medical, dental, and vision plans including disability and life insurance programs
• Retirement:
  • 10% employer contribution after 1 year of full-time employment
• Tuition Assistance:
  • Remission of tuition for classes taken at Butler for employees, spouses, and dependent children.
    • Eligibility after 9 months of full-time employment
    • Employees & spouses- undergraduate/graduate degrees
    • Dependents (under age 26)- undergraduate degree
    • Covers tuition only
  • Tuition Exchange Program for Dependents
• Butler Facilities Access, Discounts and Perks:
  • Access to Butler’s on-site fitness facility and libraries for full-time staff and faculty
  • LinkedIn Learning Courses
  • Free premium subscription to the Calm App
  • Free subscription to the WSJ, The Economist, and NYT
  • Discount at the College Bookstore
  • Discount on select Athletic and Arts/Events Center Performances

About Butler

Butler University is a private, nationally recognized comprehensive university encompassing seven colleges: Arts, Business, Communication, Education, Liberal Arts & Sciences, Pharmacy & Health Sciences and Founder's College. Approximately 4,500 undergraduate and 1,000 graduate and doctoral students are enrolled at Butler, representing 46 states and 24 countries.

Join us at the crossroads of tradition & transformation. A career at Butler University means so much more than a job. Join the dedicated, innovative, and supportive community of faculty and staff that is moving Butler Beyond.

Butler University is an equal-opportunity employer.  We celebrate diversity and are committed to creating an inclusive and equitable environment for all employees.  We welcome applications from all individuals, regardless of age, gender, gender identity, sex, race, religion, color, disability, protected veteran status, sexual orientation, national origin, or any other legally protected category.