Additional Info

General Position Information

Department Name: Academic Records UNMC	Working Title: Commencement/Scheduling Associate
Holder Name:	FLSA Designation:
FTE: 100

Position Description Details

Responsibilities and Duties

RESPONSIBILITY	TIME SPENT PERCENTAGE	ESSENTIAL FUNCTION	TASKS
Commencement Activities	40	X	All activities related to the coordination and facilitation of commencement ceremonies on each campus and multiple times throughout the year. To include but not limited to: Process and verify applications for degree (E) Process Waivers (E) Post degrees (E) Input PhD/Masters titles and specializations on transcripts (E) Reports for central administration and National Student Clearinghouse (E) Assists with commencement preparation (ceremony details, platform party arrangements, transportation, diplomas, ceremony scripts, student lineup, ceremony supplies, invoices and contracts, academic attire, commencement committee) (E) Communicates to all graduates and faculty regarding deadlines and commencement information and instructions (E) Communicates with UNMC departments (E) Liaison to outside agencies (E)
Central Scheduling Processes	40	X	Provide administrative support for the scheduling and allocation of campus rooms for academic courses, final examinations, departmental meetings and events. (E) Assist college schedulers with class section set up for course room reservations. (E) Review facility use requests and the UNMC schedule for potential conflicts. Provide confirmation of availability for UNMC and non-UNMC clients. Communicate information on the functions of the Central Scheduling Office as well as scheduling policies, processes, and procedures. Ensure proper receipt of space requests and approvals. Assist in resolving scheduling conflicts with the Central Scheduling Coordinator. Assist users with questions supporting CSO scheduled spaces and troubleshooting issues in conjunction with the Central Scheduling Coordinator and other relevant stakeholders. Refer clients to appropriate UNMC conference and event staff as needed. Maintain current knowledge of EMS.
Academic Records Processes	10	X	Coordinate processes to digitize and archive student academic record data (E) Monitor files for adherence to record retention policies (E) Provide back-up support to Academic Records staff to ensure continuity of processes. (E)
Central Scheduling Training Materials and Data	10		Compile data and provide periodic reports to the Central Scheduling Coordinator regarding space usage/cancellations, user challenges/questions, and other relevant areas to help guide the priorities and operations of the Central Scheduling Office. Record and categorize user challenges related to system use, scheduling conflicts, as well as scheduling policies, procedures, and processes. Maintain accurate records of accessibility, services, and equipment available in varying spaces. Assist the Central Scheduling Coordinator with the preparation and production of training and presentation materials on topics such as scheduling software, processes, policies, and procedures.

Zone Definition Factors

Problem Solving - Decision Making

Incumbent will determine priorities approximately 76% or more of the time.

Impact

How quickly is the overall correctness of the work of an incumbent in this position typically determined?:

Determined within a relatively short period of time

Include budget dollars, value of assets, and impact in terms of organizational exposure to risk/liability.

Describe the budgetary accountabilities for this position:

None

What impact do the decisions/recommendations made by the position have on the department/campus?:

The impact on room decisions and commencement activities could have a significant impact on the student experience. The impact on faculty/staff/other stakeholders does have some impact but there is more flexibility in the decision-making process.

Contacts and Communications

TYPE OF CONTACT	LEVEL OF CONTACT	FREQUENCY OF CONTACT	PURPOSE OF CONTACT
Faculty	Internal to UNMC	Weekly	Academic records maintenance and ordering graduation academic attire.
Public Companies	External to UNMC	Semi-annually	To submit graduation and enrollment data to National Student Clearinghouse.Ongoing facilitation of graduation supplies such as printing and delivery of diplomas, etc.
College/Program Staff, Administrative Staff	Internal to UNMC	Daily	Commencement details and information. Scheduling indoor/outdoor space for courses, meetings and events. Assist with training for central scheduling and student information systems.
Students	Internal to UNMC	Daily	Preparations for commencement. Ordering attire. Reviewing degree applications. Assist student with space scheduling needs.
Staff, Faculty, and Students from other NU system institutions and Nebraska Medicine Staff.	External to UNMC	As needed	Scheduling space for courses, meetings, events, and conferences.

Supervision Received

This role will report to the Assistant Registrar for overall direction and guidance in all aspects of this role. Assistance with room scheduling related questions can be discussed with the scheduling colleagues.

Supervision Exercised

Does this position supervise?:

Type of Supervision Exercised:

This role will not have any supervisory responsibilities.

Work Environment & Physical Demands

Working Environment

Office

If Other/Combined Environment, please explain:

Patient Care and Contact - Age Specific Competency

Check the appropriate box(es) that describes the Age Specific population(s) served within the scope of this position.

Adult (18-65 years)

Activity Frequency

Sit: Continually (67-100%)	Bending: Not Required
Stand: Not Required	Kneeling: Not Required
Walk: Not Required	Reaching: Not Required
Drive Motor Vehicle: Not Required	Crawling: Not Required
Squatting: Not Required	Climbing: Not Required

If other, please explain:

Lift, Carry, Push, Pull Activity

Lift: Not Required Not Applicable	Push: Not Required Not Applicable
Carry: Not Required Not Applicable	Pull: Not Required Not Applicable

If other Lift, Carry, Push, Pull, please explain:

Exposure

Animals (Category 1): NO	Moving Machinery: NO
Animals (Category 3): NO	Biohazardous Material: NO
Blood & Bloody Fluids: NO	Uncomfortable temperature/ humidity: NO
Radiation/ Radioactive: NO	Noise: NO
Chemical Hazards: NO	Working from Heights: NO
Electrical Hazards: NO	Confined Space: NO
3B or Class 4 Laser: NO	Dust and Dusty environments: NO
Hot Work: NO

If other exposure, please explain:

Use of Protective Equipment

Hearing Protection: NO	Eye Protection: NO
Half or Full Face Reusable Respirator: NO	Protective Clothing: NO

If other protection, please explain:

Use of Hands/ Wrists

Keyboard: YES	Pipefitting: NO
Fine Manipulation: NO	Grasping: NO
Repetitive Motion: YES

If other use of hands/ wrists, please explain:

Sensory

Ability to Speak: YES	Depth Perception: NO
Hearing: NO	Distant Vision: NO
Sight: YES	Near Vision: YES
Color Vision: NO	Peripheral Vision: NO

Emergency Conditions

During emergency conditions due to severe weather, natural disasters, major utility failures, or other unplanned events, certain personnel are activated to minimizethe impacts of emergencies and disasters, and to protect people, property, and restore the primary mission of the University of Nebraska Medical Center.These personnel occupy positions which are designated as 'Essential Positions.'

Essential: