Graduate Records Director

Payroll Title: UCP VII
Class Code: 0707-9087
Job Family: ASR
FLSA Code: E
Score: 569


Under the general direction of designated administrator, and within Graduate School and University policies and by-laws, is responsible for the management and organization of graduate student records.


  1. Performs office management duties; directs the workflow, plans, organizes and sets work priorities to meet academic calendar deadlines.
  2. Monitors, on a daily basis, student progress toward meeting degree requirements and deadlines, and grants approvals that such have been met.
  3. Certifies degree requirements have been met and student is eligible to graduate, in accordance with requirements established by Graduate School.
  4. Approves, on behalf of the Executive Committee of the Graduate School, plans of study for Ph.D. students and supervises approval of Master’s level plans of study, assuring established requirements are met; coordinates approval of any deviation from established requirements.
  5. Supervises approval of employment authorizations for graduate assistantships.
  6. Provides academic, career and personal counseling services for graduate degree students.
  7. Supervises the maintenance of all graduate student records.
  8. Supervises, trains, and evaluates clerical staff engaged in academic record keeping; determines work assignments and work schedules.
  9. Revises and edits graduate catalog annually.
  10. Advises and serves as a resource to faculty, students, and other interested parties regarding regulations, procedures and deadlines governing graduate records and graduate degree requirements.
  11. Assists graduate students with and grants approvals, as appropriate, for registration and adding/dropping of courses.
  12. Certifies that theses and dissertations meet Graduate School requirements.
  13. Issues academic warning letters to students.
  14. Recruits graduate students.
  15. Keeps informed regarding changes in policies and procedures governing graduate records.
  16. Verifies compliance with the Graduate School’s continuous registration requirement.
  17. Performs related duties as required.


  1. Master’s degree in appropriate field.
  2. Three to five years related experience.
  3. Basic familiarity with standard academic record keeping procedures.
  4. General knowledge of academic regulations.
  5. Capability for meticulous attention to detail and accuracy.
  6. Demonstrated skill in counseling.
  7. Good verbal and written communication skills.

Date Created: 6/28/85