Senior Graduate Student Services Assistant

Salary/Position Classification

• $44,300+ annual, non-exempt (eligible for overtime)
• 40 hours per week
• This position will work onsite the Grand Forks, ND campus.

Purpose of Position

The purpose of this position is to uphold the standards of graduate programs in the School of Graduate Studies. This position is responsible for monitoring student degree progress, processing required paperwork, and clearing degrees for graduation.

This position also advises students on Graduate School policy and will complement the mentoring provided by faculty and assist students with the administrative processes as they progress through their degree. This position will be a critical component to increasing graduate students’ retention and timely graduation rates. The person in this position will work closely with students, advisors, faculty, and staff across campus to successfully serve graduate students.

Duties & Responsibilities

Monitor student progress and maintain student records

• Support the monitoring of student progress and maintenance of graduate student records throughout the student lifecycle.
• Assist in monitoring student enrollment and academic records, including graduate repeats, repeat ineligibility, inactive records, seven-year time limits, and 996 continuing enrollment.
• Maintain student records across multiple systems, including PeopleSoft, Hawk Central, and the Perceptive Content document imaging system, ensuring accuracy and completeness.
• Track and support students enrolled in dual, accelerated, and combined academic programs, including Master’s/PhD and degree/certificate pathways.
• Process registration requests that require additional approvals, such as those for accelerated students and undergraduate students enrolled in graduate-level coursework, following established guidelines.
• Process School of Graduate Studies forms through DocuSign at various stages of the student lifecycle, ensuring timely routing and completion.
• Review forms and documentation for accuracy and completeness, ensuring alignment with Graduate Studies and departmental policies and degree requirements.
• Communicate with students, faculty, and department staff via email and phone regarding student status and records in a timely and professional manner.
• Work collaboratively with academic departments to assist in monitoring student status and supporting student success initiatives.
• Provide direct student support and coordinate with faculty, advisors, and staff to respond to questions and resolve routine issues.
• Monitor provisional student status and assist with the review of provisions each semester, escalating issues as needed.
• Print, index, and file student and faculty documents into the Perceptive Content system in accordance with records management procedures.

Determine eligibility for graduation

• Provide administrative support for the graduation audit process by preparing student records in Perceptive Content and Hawk Central.
• Review records for all students who have applied to graduate and complete degree audits. Degree audits confirm that students have met all requirements of the School of Graduate Studies and the program.
• Process graduation-related forms and documentation, ensuring records are accurate, complete, and properly routed.
• Coordinate with faculty, staff, and students to support the timely completion of required forms and graduation-related processes in accordance with established deadlines.
• Assist with commencement processes including review of commencement program, name cards, and other duties as necessary.
• Attend commencement to help line up students and assist with graduation apparel.

Student Services Advisor

• Advise students on School of Graduate Studies policy and procedure.
• Communicate instructions for navigating UND processes and resources (ex. SGS forms, financial aid, registration)
• Monitor student status and proactively advise students on their next steps.
• Encourage students to register for classes when enrollment windows open.
• Communicate to students regarding upcoming deadlines.
• Connect students to other services on campus as needed.
• Encourage student participation in SGS signature events and professional development programming.
• Involvement in professional organizations related to advising and graduate education.

Data Reporting

• Run reports on student progress through PeopleSoft and Hawk Central for advising purposes.
• Use reporting to track student progress.

Required Competencies

• Strong written and verbal communication skills
• Strong organizational skills
• Positive social presence and professionalism
• Strong attention to detail
• Must be resourceful, self-directed and work with little supervision
• Demonstrated ability to work independently as well as part of a team
• Must be flexible; able to work and adapt in a fast-paced, ever-changing environment

Minimum Requirements

• Bachelor’s degree
• Experience working as part of a team
• Customer service experience
• Experience with processing forms/paperwork, data entry, or similar
• Successful completion of a Criminal History Background Check

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the US and to complete the required employment eligibility verification form upon hire. This position does not support visa sponsorship for continued employment.

Preferred Qualifications

• Experience advising students
• Experience with Peoplesoft
• Experience with Perceptive Content or similar imaging system
• Experience working at a higher education institution