Graduation Services Specialist (0078660)

Title:Graduation Services Specialist
Position Number:0078660
Hiring Unit:Office of the Registrar
Location:Manoa
Date Posted:November 5 2025
Closing Date:November 20 2025
Band: A
Salary :salary schedules and placement information
Additional Salary Information:PBA minimum $4458/month
Full Time/Part Time:Full-time
Temporary/Permanent:Permanent

Duties and Responsibilities

• *The Graduation Services Specialist plays a key role in managing the full graduation cycle from application review through degree conferral and diploma/CeDiploma issuance. This position ensures the accuracy and integrity of student academic credentials and collaborates with university stakeholders to optimize graduation and enhance the student experience.
• *Administer the end-to-end graduation process including application review degree audit degree awarding denial and cancellation certification of completion and apostille processing.
• *Oversee accurate and timely processing of degree conferral honors and distinctions diploma and CeDiploma issuance.
• *Coordinate diploma ordering production and distribution with external vendors; fulfills special diploma requests from UH campuses and UH Manoa offices.
• *Handle alumni and third-party requests related to apostille degree verification and reissuance of credentials.
• *Prepare and maintain reports on graduation candidates across all of the universitys academic units.
• *Research and resolve graduation-related issues ensuring timely and appropriate resolutions.
• *Evaluate and improve graduation related procedures and system workflows to support institutional goals and enhance student outcomes.
• *Maintain accurate student records for academic credentials including degree programs certificates (subject and graduate) minors and honors/distinctions in the student information system to ensure proper degree conferral and credential issuance.
• *Evaluate degree audit systems curriculum exceptions and student academic records to verify that all graduation requirements are met.
• *Develop and maintain accurate commencement candidate lists for undergraduate graduate and professional programs.
• *Work closely with colleges/schools to identify and resolve discrepancies or deficiencies in student academic records.
• *Serve as a liaison between the Office of the Registrar and colleges/schools academic programs and administrative units to coordinate the graduation process and workflows.
• *Build and maintain collaborative working relationships with internal partners including academic advisors program directors IT and administrative staff.
• *Communicate graduation policies deadlines and procedures clearly and effectively to students faculty and staff through various channels.
• *Coordinate with administrative offices such as the Cashiers Office to ensure accurate assessment of graduation fees.
• *Manage vendor communications (e.g. Paradigm) for diploma production and fulfillment services.
• *Serve as a primary point of contact for student faculty and staff inquiries related to graduation procedures requirements and timelines.
• Other duties as assigned.

*Denotes Essential Function

Minimum Qualifications

Education and Professional Work Experience

• Possession of a baccalaureate degree in art science social science business administration education counseling or related field and 0 year(s) of progressively responsible professional experience with responsibilities for N/A; or any equivalent combination of education and/or professional work experience which provides the required education knowledge skills and abilities as indicated.

Knowledge Skills and Abilities

• Functional knowledge of principles practices techniques in the area of a registrars office and/or student services demonstrated by knowledge understanding and ability to apply concepts terminology.
• Functional knowledge and understanding of principles theories federal and state laws rules regulations and systems associated with a registrars office and/or student services.
• Demonstrated ability to recognize problems identify possible causes and resolve the full range of problems that may commonly occur in a registrars office and/or student services.
• Demonstrated ability to understand oral and written documentation write reports and procedures and communicate effectively in a variety of situations.
• Demonstrated ability to establish and maintain effective working relationships with internal and external organizations groups team members and individuals.
• Demonstrated ability to operate a personal computer and apply word processing software.

Supplemental Minimum Qualifications

• Ability to work independently and to maintain good relationships with colleagues. Strong attention to detail.
• Ability to remain flexible organized and manage competing priorities.

Desirable Qualifications

• One year of progressively responsible experience in a registrars office or related area.
• Experience with graduation and diploma processing and ordering and vendor management.
• Working knowledge of student information systems such as Ellucian Banner.
• Working knowledge of academic policies and procedures and federal privacy regulations such as FERPA.

To Apply:
Click on the Apply button on the top right corner of the screen to complete an application and attach required documents. Applicant must submit the following: Submit resume cover letter indicating how you satisfy the minimum and desirable qualifications names of 3 professional references and official transcripts. Must submit an official undergraduate college transcript with verification of degree awarded. Unofficial web-based transcripts or other course and grade reports (e.g. STAR report for UHM) will not be accepted. Copies of official educational transcripts will be accepted but an original transcript must be submitted if selected prior to hiring. Confidential information must be redacted (i.e. social security number date of birth etc.).

Inquiries:Christina Ashida;

EEO/AA Clery Act ADA

The University of Hawaii is anEqual Opportunity/Affirmative Action Institutionand is committed to a policy of nondiscrimination on the basis of race sex gender identity and expression age religion color national origin ancestry citizenship disability genetic information marital status breastfeeding income assignment for child support arrest and court record (except as permissible under State law) sexual orientation domestic or sexual violence victim status national guard absence or status as a covered veteran. For more information or inquiries regarding these policies please refer to the following link: is contingent on satisfying employment eligibility verification requirements of the Immigration Reform and Control Act of 1986; reference checks of previous employers; and for certain positions criminal history record checks.

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In accordance with Article 10 of the unit 08 collective bargaining agreement bargaining unit members receive priority consideration for APT job vacancies. As a result external or non BU 08 applicants may not be considered for some APT vacancies. BU 08 members with re-employment rights or priority status are responsible for informing the hiring unit of their status.

Accommodation Request: The University of Hawaii complies with the provisions of the Americans with Disabilities Act (ADA). Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the EEO coordinator directly. Determination on requests for reasonable accommodation will be made on a case-by-case basis. For further information please refer to the following link: Experience:

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