Graduate Records Specialist - Graduate School - UTK

Graduate Records Specialist

This position evaluates graduate student records for graduation and certifies the completion of graduation requirements through the degree audit process. The Graduate Records Specialist maintains records of graduate students, ensuring accuracy and compliance with university regulations involving degree requirements and correspondence. Additionally, this position communicates with and advises graduate students, faculty, and staff concerning Graduate Council policies related to degree requirements.

Responsibilities

Evaluates and approves admission to candidacy forms and graduate certificate verification forms for all graduate degree programs, process revision(s) to candidacy forms, and approve transfer credits.

Ensures that detailed and accurate records of graduate students are maintained as students are approved for graduation each semester.

Receives and processes requests to verify enrollment or degree completion via written correspondence, Zoom, or by telephone.

Responds to inquiries as permitted by FERPA. Process other forms linked to graduate progression (e.g., Leave of Absence, Late Change of Registration, Reinstatement, Overload, and Time Extension).

Advises students and departments of options, procedures, and proper routes for problem resolution

Interacts with faculty and staff regarding policies and procedures approved by the Graduate Council

Provides appropriate forms to students and departments (by phone, email, virtually, or in-person).

Reviews and processes graduation applications in Banner that were submitted online by graduate students, and checks that students are currently enrolled in the correct degree program.

Updates data as needed including transfer credits, committees, and candidacy status.

Reviews, approves, and processes schedule of defense and doctoral committee forms.

Adds committee information to Banner in a timely and accurate manner.

Performs other duties are assigned such as helping with events hosted by the Graduate School.

Qualifications

Required Qualifications

Education: High School Diploma or GED

Experience: Minimum of 2 years of office experience in an administrative support position, preferably in an office dealing with the public and serving clients. Demonstrated experience in roles requiring meticulous attention to detail. Experience working with computers and software such as Microsoft Office, performing tasks that require a high level of accuracy, and working collaboratively with other employees.

Knowledge, Skills, Abilities: Strong ability to multi-task. Excellent written and oral communication skills. Proven organizational and time-management skills. Excellent attention to detail. A customer-service focused attitude.

Applicants must be legally authorized to work in the United States on a full-time basis without need now or in the future for sponsorship for employment-based visa status.

Preferred Qualifications

Education: Bachelor's Degree

Experience: 2 years working in a higher education office environment. Knowledge and experience working with Banner, Argos, and OnBase (or similar type systems). Experience working with high volume and deadlines. Experience using and/or processing web forms.

Knowledge, Skills, Abilities: Detailed knowledge of Graduate School policies and procedures. Knowledge of Banner. Ability to effectively communicate, verbally and in writing, with diverse audiences represented in a higher education setting.

Work Location

Location: Knoxville, TN

Onsite, Hybrid, or Remote Onsite

Compensation and Benefits

UT market range: 05

Anticipated hiring range: $40-43K

Find more information on the UT Market Range structure here

Find more information on UT Benefits here

Application Instructions

To express interest, please submit an application with the noted below attachments:

Resume

Cover Letter

3 Professional References

About The College/Department/Division:

The Graduate School at the University of Tennessee Knoxville is a dynamic office that provides a wide range of services to students and academic units from recruitment to graduation. While prospective students are exploring graduate education, we are here to provide insight into the programs available and the process for applying. Once a student has decided to submit an application, we manage the admissions process in coordination with the academic units. During the time a student is enrolled at UTK, the Graduate School monitors student progress and provides support for student success. As students approach graduation, we evaluate records and verify the awarding of all degrees.

Graduate education is one of the components that makes UT a great university. The Graduate School is a full partner in supporting the university's mission, vision, and the values embodied in the Volunteer Spirit.

About Us

The University of Tennessee, Knoxville, has shaped leaders, changemakers, and innovative thinkers since its founding in 1794. The university is home to more than 38,000 students and 10,000 statewide employeesthe Volunteerswho uphold the university's tradition of lighting the way for others through leadership and service. UT Knoxville offers over 900 programs of study across 14 degree-granting colleges and schools. As Tennessee's flagship land-grant university, its footprint spans the entire state. The university holds the highest Carnegie classification for research activity and has deep partnerships with industry leaders and the US Department of Energy's largest multidisciplinary laboratory, Oak Ridge National Laboratory. The Knoxville campus serves and recruits for UT Knoxville, including the Institute of Agriculture and the Space Institute, as well as the UT Institute of Public Service. UT Knoxville considers its employees its number one asset. With values that focus on work-life balance, compensation, and innovation leadership, all Vols are supported to advance professionally. Employees have access to career development and coaching, continued education, and an extensive list of development and training possibilities. The Volunteer employee experience implements structures and practices to attract and retain top-tier talent, fostering a strong staff community and supporting a culture of involvement and engagement for everyone. The university holds a strong commitment to its land-grant mission of learning and engagement, with a tradition of service and leadership that carries that Volunteer spirit throughout the state and around the world. It has been ranked nationally as "Best Employer for New Graduates," "One of America's Best Large Employers," and "Best Workplace for Women," and has been designated as "Best Place for Working Parents" by Forbes Magazine. Apply today and join the Tennessee Volunteer community!

Job Info

Job Identification 8100

Job Category Student Services

Posting Date 05/14/2026, 06:34 PM

Job Schedule Full time

Locations 1331 Circle Park, Knoxville, TN, 37996, US