Benefits of working at
VCU
All full-time university staff are eligible for VCU’s robust benefits package that includes: comprehensive health benefits,
paid annual and holiday leave granted up front, generous tuition benefit, retirement planning and savings options, tax-deferred annuity and
cash match programs, employee discounts, well-being resources, abundant opportunities for career development and advancement, and more.
Learn more about VCU’s benefits here.
Job Code 35111N
Recruitment Pool All Applicants
Posting Number req6445
Unit Graduate School MBU
Department Graduate School
Department Website Link https://graduate.vcu.edu/
Location VCU
Address 1001 Grove Ave, Richmond, VA 23284 USA
Duties & Responsibilities
Position
Overview
The Graduate Enrollment Services Specialist manages graduate student records and enrollment processes. Key duties
include reconciling student accounts, placing graduate student holds, and updating academic statuses each semester. The Specialist handles
degree candidacy reviews, processes special actions such as leave requests and program changes, and provides backup support for sub-waivers
and electronic thesis/dissertation submissions. The Specialist collaborates with schools, colleges, and the graduate enrollment services
team to ensure enrollment compliance and resolve missing grades. The Specialist also maintains databases, tracks student progress, manages
administrative tasks, generates reports, and optimizes processes to support Graduate Enrollment Services and leadership.
Typical
duties and responsibilities of the Graduate Enrollment Services Specialist includes but is not limited to:
- Graduate
Records Support
Ensure graduate student accounts are accurately reconciled each semester, placing holds and escalating
unresolved issues as needed. Manage academic status updates, monitor enrollment compliance, and address missing grades. Track honor code
violations, maintain historical data, and generate reports on student performance and enrollment trends. - Degree Candidacy
(DC)
Review and process degree candidacy forms efficiently, approving or denying requests and updating student records.
Collaborate with schools/colleges to address incomplete submissions, enforce graduation holds when necessary, and streamline the candidacy
process. Maintain accurate records and provide annual reports on student progress. - Special Action
Processing
Verify and process special action requests, including academic status changes, student leaves, and non-course
adjustments. Ensure accurate documentation of approved actions, track progress to completion, and communicate updates to relevant
departments. Manage the approval process through DocuSign and ImageNow systems. - Subwaivers and Electronic
Thesis/Dissertation (ETD)
Provide backup support for sub-waivers and electronic thesis/dissertation submissions. Assist with
review, reporting, and approvals, ensuring smooth processing in the absence of the Coordinator. - General
Administration
Coordinate Graduate Enrollment Services team meetings, manage associated email accounts, and maintain agreements
with schools/colleges. Support webpage and form management, complete special projects and actively participate in events. Document and
communicate process updates to ensure smooth administrative operations.
Qualifications
Minimum
Qualifications:
- An associate’s degree (bachelor’s degree is preferred) or an equivalent combination of relevant
training and/or work experience is required. - Work experience in a collaborative higher education setting with clear demonstration of
above knowledge, skills and abilities. - Previous experience within higher education, knowledge of administrative
processes/procedures. - Ability to research, document, and apply university, state, and Graduate School policies/procedures to ensure
timely and cost-effective delivery of graduate student enrollment support services. - Ability to handle multiple tasks with competing
deadlines, to deal with multiple and frequent internal contacts within the Graduate School as well as across the university, and to deal
with external contacts in other state agencies as well as other colleges/universities, outside vendors, public/private sector organizations,
etc. - Ability to communicate and interact effectively with diverse populations by phone, email, and in-person while maintaining a
professional, confidential, and courteous demeanor. - Ability to structure daily/complete routine tasks to ensure continuity of office
workflow and quality service. - Ability to work in a diverse environment is required and demonstrate commitment to diversity or
commitment to do so as a staff member at VCU. - Demonstrated outstanding communication skills, written and
verbal. - Professional use of Microsoft Office and Google Suite.
- Must be detail-oriented with the ability to think
analytically while completing task. - Use all office resources responsibly and according to university policies and guidelines,
including the telephone, office equipment, electronic communications, and the Internet.
Preferred
Qualifications:
- Knowledge of state administrative/business and university enrollment services policies and procedures
(graduate education) preferred. - Experience in use of student information systems (i.e., Banner, DegreeWorks, and ImageNow) is
beneficial.
FLSA University Employee
Job FTE 1.00
Exemption Status
Non-Exempt
Restricted Position No
E-Class UF – University Employee FT
Job
Category University Employee
ORP Eligible No
Salary Range Up to $45,000
Compensation Type Salaried
Target Hire Date 12/10/2024
Contact Information for
Candidates
Documents Needed to Apply