Career Opportunities

Administrative Support

Graduate Student Status Examiner (60% Appointment)

Posting Date

4/23/2019 12:00:00 AM

Position Information

Working Title:  Graduate Student Status Examiner
UW System Title:  Student Status Examiner - Senior

Essential Job Functions

This position reports to the Student Services Coordinator and is responsible for beginning-to-end admissions processing for graduate students, including data entry; evaluation of required, received, and missing items; and decision making for non-standard application files. The Graduate Student Status Examiner will assist the Student Services Coordinator with management of student records and will provide support for our students, faculty, staff, and alumni with academic record related issues. The position’s main focus is to provide the best service to students, faculty, staff, and alumni. In addition, the Graduate Student Status Examiner will assist the Graduate Studies Office with promotion of graduate programs, including attendance at recruiting fairs, occasional travel to branch locations in Sheboygan, Manitowoc, and Marinette, and development of graduate program brochures, banners, and websites in collaboration with University Marketing and Communications. The Graduate Student Status Examiner will update social media networks maintained by the office.

This position includes the following responsibilities:

  • Process specified admission applications from receipt to decision.
  • Process the scheduled review of applications placed on hold due to a request for follow-up information to confirm receipt of new/requested information.
  • Respond to emails from prospective graduate students.
  • Process offer forms, track, and report on graduate teaching, research, and project assistants.
  • Support tuition remission documenting, tracking, and reporting for graduate teaching, research, or project assistants and non-resident and Midwest Student Exchange program students (through the Phoenix Scholar Award Program).
  • Develop and maintain thorough working knowledge and operational proficiency in SIS (modules of admissions, advising, and student records), ImageNow, and CRM.
  • Assist in the revocation of matriculation and cancellation processes for applicants who choose not to enroll after credits have been posted.
  • Maintain Life Cycle Data spreadsheet.
  • Maintain UW System Suspension/Expulsion spreadsheet.
  • Assist with graduate student record maintenance and Degree Progress Reports.
  • Assist with graduate student commencement duties.
  • Assist with outgoing correspondence sent from the Office of Graduate Studies.
  • Attend recruiting fairs, promotional events, and related functions, which includes travel to Sheboygan, Manitowoc, and Marinette campuses.
  • Assist graduate programs in development of brochures, banners, and websites, and update social media sites.
  • Knowledgeably answer general questions about UWGB academic programs, facilities, services, institutional resources, and business practices.
  • Understand rules and regulations in regards to University academic polices, which includes maintaining knowledge of FERPA regulations.
  • Assist with the thesis formatting, printing, binding ,and archiving process.
  • Manage internal grant processes.
  • Back up staff in the Graduate Studies Office as needed.
  • Assist with graduate student orientation.
  • Serve on university committees as assigned.



  • Bachelor's degree at time of application


  • One year of experience in a direct customer service position in a higher education setting or similar customer service capacity
  • Experience with PeopleSoft Student Information System (SIS) and/or Talisma/CRM software

The successful candidate will have exceptional oral, written, interpersonal, organizational, time-management, computer, proofreading, and customer service skills; the ability to communicate with diverse constituents; and the willingness to work independently, as well as part of a collaborative team. This position requires the ability to manage multiple deadlines, projects, and priorities with attention to detail and exceptional accuracy; show excellent judgment, including sensitivity to personal and confidential information; and demonstrate flexibility and the ability to adapt to ongoing change. Good work habits, such as attendance, punctuality, accountability, thoroughness, and resourcefulness, are essential for this position.

Conditions of Appointment

Position is a part-time (60%) University Staff appointment.  The work hours for this position will be 5 hours per day Monday through Thursday and 4 hours per day on Friday. 

A criminal conviction investigation will be conducted on the finalist(s).  A six-month probationary period is required for this position. In compliance with the Wisconsin Fair Employment Act, the University does not discriminate on the basis of arrest or conviction record.

All final candidates must be asked, prior to hire, whether they have been found to have engaged in, are currently under investigation for, or left employment during an active investigation in which they were accused of sexual violence or sexual harassment. When obtaining employment reference checks, these same sexual violence or sexual harassment questions must also be asked.

The University of Wisconsin-Green Bay does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources.


Competitive salary commensurate with qualifications and experience.
This position is not exempt from the overtime provisions of the Fair Labor Standards Act (FLSA). 

The UW System provides an excellent benefits package, including participation in the Wisconsin State Retirement System.

To Apply

STEP 1: Please select the applicable link below:

External Applicants: (NOT currently employed by the University of Wisconsin System)
Internal Applicants: (Currently employed by the University of Wisconsin System)

STEP 2: From "Job Search" screen,

  • Click "View All Jobs"
  • Select "Graduate Student Status Examiner"
    • You must login before you can apply. Input your "User Name" and "Password" and select "Sign In."
    • If you have not yet registered, click "Register Now" to begin the registration process.

STEP 3: Submit application materials:

Please be sure to complete all required fields, and include all required documents before submitting your application. Once submitted, you will not be able to edit or attach any application materials. Files must be complete to be considered. Please include the following documents:

  • Cover letter that specifically addresses qualifications for the essential job functions
  • Resume
  • Names and contact information for three references

You must select "Submit" to forward your application materials to the search committee.

If you have any questions, need accommodations, or submitted your application with missing materials, call or email:

Human Resources
Phone: (920) 465-2390

Application Deadline

To ensure consideration, please submit application materials by Friday, May 10, 2019.

Note: The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis.Stat. sec. 19.36(7).

For more information regarding the University of Wisconsin-Green Bay and the surrounding area, see our Campus and Community section. For Campus Safety information see our Office of Public Safety website and our Annual Security Report (for a paper copy please contact the Office of Human Resources at (920) 465-2390). This report includes statistics about reported crimes, as well as information about crime prevention and campus security policies and procedures.

The University of Wisconsin-Green Bay is an Affirmative Action Equal Employment Opportunity employer committed to achieving a diverse workforce and to maintaining a community which welcomes and values a climate supporting equal opportunity and difference among its members. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender and/or gender identity or expression, marital or parental status, genetic information, national origin, ethnicity, citizenship status, veteran or military status (including disabled veteran, recently separated veteran, other protected veteran, or Armed Forces service medal veteran status), age, or disability.