Bloomington, IN

Department

THE O'NEILL SCHOOL - BL SPEA (BL-SPEA-IUBLA)

Department Information

Founded in 1972 as SPEA, the O'Neill School of Public and Environmental Affairs is a world leader in public and environmental affairs and the largest school of public administration and public policy in the United States, boasting an alumni network of more than 36,000.

Our Mission

The O'Neill School of Public and Environmental Affairs works to build a better world by helping people solve complex problems at the crossroads of policy, management, and science. We promote sound decisions, well-managed organizations, just and healthy societies, and a sustainable environment through education, scholarship, and civic engagement. We give our students the knowledge and skills to have a significant impact in diverse settings around the globe.

Our Guiding Values

Our commitment is shaped by these shared and guiding beliefs:

• All people deserve to live in thriving and sustainable communities.
• Strong, healthy communities depend on well-educated, innovative and ethical leaders, and informed and engaged citizens.
• Creative, current, and rigorous research informs sound decision-making.
• Leaders need both relevant information and the skills necessary to interpret and use information and data effectively.
• Successful leaders must be able to bridge public, private, and nonprofit sector boundaries.
• Conversation and collaboration among individuals with diverse perspectives, backgrounds, and skills leads to more vibrant ideas and solutions.

We seek to foster a welcoming and inclusive workplace environment at O'Neill and in our team, ensuring all individuals are valued and recognized for their contributions, talents, and unique perspectives. Diversity information found here

The Graduate Records Specialist role is an integral position within the O'Neill Master's Programs Office (MPO). The MPO serves all students enrolled in a master's degree or graduate certificate program in the O'Neill School and all prospective students who are interested in pursuing a master's degree or graduate certificate program in the O'Neill School. The MPO is home to all administrative functions that relate to master's student enrollment management and current student services including but not limited to recruitment, admissions, financial aid, advising, engagement, and records.

Job Summary

The O'Neill School of Public and Environmental Affairs is seeking a Graduate Records Specialist in the Master's Programs Office (MPO).

Department-Specific Responsibilities

• Supports the O'Neill School of Public and Environmental Affairs - Bloomington graduate student academic records operation from matriculation through degree certification for more than 600 enrolled students pursuing a master's degree or graduate certificate program.
• Develops, implements, and maintains academic records management systems; recommends and implements academic policies and procedures; and approves and processes exceptions to degree requirements and policies.
• Certifies O'Neill certificates and master's degrees upon completion of degree requirements.
• Provides/analyzes data for internal requests via IUIE and to represent the School at campus-wide meetings.
• Holds a high level of autonomy and has frequently identified problems affecting students and relevant student record systems, along with proposed solutions to correct said challenges.
• Maintains student degree objectives for O'Neill graduate students in the SIS, involving a complex combination of program, plan, and requirement term.
• Develops, implements, and updates systems for graduate student academic records management.
• Helps oversee the preparation and maintenance of academic records and academic transaction authorizations.
• Helps code Academic Advising Reports (AAR).
• Approves and enters academic degree program requirement exceptions into the SIS academic advisement report (AAR) system.
• Approves all SPEA eAdd/Drop requests and proactively monitors room capacity issues.
• Ensures compliance with regulations regarding confidential student academic records.
• Manages the system which students use to apply for graduation.
• Conducts degree audits for students who apply for Certificate and Master's degree graduation.
• Certifies O'Neill graduate degrees upon successful completion of degree requirements.
• Reviews the Graduate Bulletin to ensure that system coding and AARs are in alignment.
• Runs batch reports via SIS and IUIE to produce reports for student academic status evaluation and maintains database of student degree progress status.
• Utilizes IUIE to create an internal census report each semester.
• Provides data upon request to O'Neill leadership, faculty, and staff.

General Responsibilities

• Assists with administrative needs related to the daily operations, planning, and implementation of various or multiple student services initiatives.
• Performs duties such as attending a front desk, answering phones and email, and delivering messages and mail.
• Serves as a liaison to campus partners for cross-departmental student services initiatives, providing information, securing space reservations, scheduling planning meetings, and providing necessary documentation.
• Provides assistance to student participants, stakeholders, faculty, and/or staff; acts as a resource by analyzing information, providing documentation, and preparing reports. Accurately maintains student records and databases.
• Provides directions, support, and information to student organization representatives and other visitors to the department.
• Assists with daily scheduling, training, and gathering of student feedback. May prepare and disseminate handouts, presentations, or other materials.
• Assists with ordering or creation of promotional materials for student organizations or departmental needs.
• Takes on tasks of increasing complexity, such as performing benchmarking research of student services initiatives at other higher education institutions or designing routine surveys to gauge student satisfaction and program effectiveness.
• May provide guidance to other Student Services Coordinators.

Qualifications

EDUCATION

Required

• High school diploma or GED

WORK EXPERIENCE

Required

• 4 years in office environment, higher education, or related field

Combinations of related education and experience may be considered

SKILLS

Required

• Proficient communication skills
• Maintains a high degree of professionalism
• Demonstrates 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
• Possesses a high degree of initiative
• Ability to build strong customer relationships
• Maintains a high degree of professionalism
• Demonstrates ability to maintain confidential information
• Effective interpersonal skills
• Demonstrates customer service skills
• Commitment to working with people of diverse backgrounds and demonstrated cultural competency

Preferred

• Expresses a high degree of professionalism
• Ability to analytically assess individual circumstances and apply the appropriate guidelines and curriculum rules to provide answers and/or propose solutions
• Detail oriented
• Ability to handle multiple tasks simultaneously
• Ability to acquire and maintain expert-level understanding of past and present degree requirements, policies, and processes relating to graduate academic programs and must possess good organizational skills, communication skills, and be able to work under stress with multiple interruptions

Working Conditions / Demands

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.

Work Location

This position is located in Bloomington, Indiana and may qualify for one remote day per week, subject to change in the future based on university policy and business needs.

Advertised Salary

This is a non-exempt union position and equity will be factored into the salary negotiations.

Salary Range: $33,000 to $45,000 commensurate with experience

Job Classification

Career Level: Mastery

FLSA: Nonexempt

Job Function: Student Services

Job Family: Student Services Generalist

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Posting Disclaimer

Due to the COVID-19 pandemic, there may be differences in the working conditions as advertised in our standard job postings (e.g., the ability to travel from one campus to another, etc.). If you are invited for an interview, please discuss your questions or concerns regarding the working conditions at that time.

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.

New employees will be provided with information regarding Indiana University's COVID-19 vaccine policy, which includes the opportunity to request an exemption. To learn more, view our COVID-19 vaccine information page.

Equal Employment Opportunity

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.

Campus Safety and Security

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 {apply below} or by visiting IUPD.

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