Graduation Coordinator

COLLEGE CORNER; Charleston (SC); On-site; USD 52,000 - 76,000; Full time

Job summary

College of Charleston is seeking a Registrar/Graduation Specialist to manage undergraduate graduation processes, including diploma requests, student records, and degree audits. You will serve as the primary contact for graduation questions and prepare the registrar for commencement responsibilities.

The role requires a bachelor’s degree and at least three years in higher education, preferably in a Registrar’s Office, with strong communication and organizational skills, and proficiency in SIS,

Qualifications

• Bachelor’s degree and three years of progressively responsible experience in higher education, preferably in a Registrar’s Office.
• Demonstrated knowledge of student records, graduation and degree audit processes, academic policies, and the student information system is preferred.
• Experience interpreting academic requirements and applying institutional policies to support student progression toward degree completion.

Responsibilities

• Manage the application review process for all undergraduate students in accordance with applicable policies and procedures.
• Process all graduation applications, updates, and other data for prospective graduates.
• Prepare and distribute all communications with prospective graduation candidates, academic departments, deans, and Academic Affairs.
• Inform students of their graduation clearance status and troubleshoot questions and issues throughout the process.
• Code and perform edits for prospective graduates for all reports produced during each graduation period.
• Maintain late degree posts and update National Student Clearinghouse records.
• Assist with questions related to Degree Works degree audits for all undergraduate graduation candidates.
• Coordinate commencement duties and ceremony data; manage inventory for commencement and rehearsals.
• Meets with students and answers inquiries related to graduation; advise students on program requirements and policies.

Skills

Communication

Organizational skills

Analytical thinking

Policy interpretation

Customer service

Education

Bachelor's degree

Tools

Student Information System

Degree Audit Software

Microsoft Office

Job description

Please see Special Instructions for more details.

*Salary is commensurate with education/experience which exceeds the minimum requirements.

Primary responsibilities revolve around managing student data for the undergraduate graduation processes. Duties include ordering and processing requests related to diplomas, updating student records, and assisting with the application review process. Serves as the point of contact for questions related to the college’s graduation processes. Prepares the Office of the Registrar for the execution of its commencement responsibilities. Maintains records of ceremony eligibility.

Bachelor’s degree and three (3) years of progressively responsible experience in higher education, preferably in a Registrar’s Office. Demonstrated knowledge of student records, graduation and degree audit processes, academic policies, and the student information system is preferred. Experience interpreting academic requirements and applying institutional policies to support student progression toward degree completion is highly desirable. Candidates with an equivalent combination of experience and/or education are encouraged to apply.

Required Knowledge, Skills and Abilities

Excellent written, verbal, and interpersonal communication skills. Strong organizational, analytical, and problem-solving abilities with demonstrated attention to detail and accuracy. Ability to interpret and consistently apply academic policies, graduation requirements, and records management practices while maintaining confidentiality and compliance with FERPA . Ability to manage multiple priorities, provide exceptional customer service, and build collaborative working relationships across the College. Proficiency with student information systems, degree audit software, and Microsoft Office applications is preferred.

Additional Comments Regarding Position

Occasional travel to training sessions and/or conferences. Weekend work twice a year for graduation services and End of Term Processing.

• Employee Tuition Assistance Program ( ETAP )

The College of Charleston is an equal opportunity employer and does not discriminate against any individual or group on the basis of sex, gender (including gender identity and/or expression), pregnancy, race, religion, color, national origin, age, disability, military or veteran status, sexual orientation, genetic information, and other classifications protected by applicable federal, state, and local laws. For more information, please visit eop.cofc.edu .

Manages the application review process for all undergraduate students in accordance with applicable policies and procedures. Process all graduation applications, updates, and other data for prospective graduates. Prepares and distributes all communication with prospective graduation candidates, academic departments, deans, and Academic Affairs. Informs students of their graduation clearance status. Troubleshoots questions and issues throughout the process. Properly codes and performs all associated edits for prospective graduates for all reports produced during each graduation period. After final clearance, post degrees were awarded for undergraduates with assistance from the Assistant Registrar. Maintains late degree posts and updates National Student Clearinghouse record.

Essential or Marginal

Percent of Time

Percent of Time 35

Activity

Primary point of contact for all matters related to diplomas, including batch ordering at the end of the term and processing replacement requests for alumni. Collaborates with Academic Affairs to verify invoices and authorize payment to the diploma vendor. Serves as primary liaison with the diploma vendor in accordance with procurement guidelines for vendor solicitation. Obtains and maintains the diploma signature database in collaboration with the vendor.

Essential or Marginal

Percent of Time

Percent of Time 20

Activity

Assists with questions related to Degree Works program of study degree audits for all undergraduate graduation candidates. Assists the Assistant Registrar in the evaluation and processing of program of study exceptions, waivers, or adjustments to the degree audit in consultation with Academic Affairs and the Registrar.

Essential or Marginal

Percent of Time

Percent of Time 15

Activity

Manages supply inventory and materials for all commencement and rehearsal events. Prepares and organizes presenter cards and name cards. Assists with pre-ceremony line-up logistics, including participant staging, line-up organization, and signage, to ensure commencement ceremonies are well organized and run smoothly. Coordinates commencement duties for Office of the Registrar staff. Compiles and maintains commencement ceremony participation data and reports.

Essential or Marginal

Percent of Time

Percent of Time 10

Activity

Meets with students and answers phone and email inquiries from the campus related to graduation. Review the graduation content on the Office of the Registrar website and update as needed.

Essential or Marginal

Percent of Time

Percent of Time 10

Activity

Advises students on program requirements, policies, and procedures throughout the graduation process. Serves as primary contact for academic departments and other administrative offices regarding undergraduate graduation policies and procedures.

Essential or Marginal

Percent of Time

Percent of Time 10

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * How did you hear about this employment opportunity?
  • Chronicle of Higher Education
  • CofC - Alumni Career Services
  • College of Charleston Website
  • Diverse: Issues in Higher Education
  • Glassdoor
  • Handshake
  • HigherEdJobs
  • Indeed.com
  • Internal Job Posting
  • jbcjobs (Joint Base Charleston Military & Family Readiness)
  • Job Fair
  • LinkedIn
  • Monster.com
  • Personal Referral
  • Post and Courier
  • Public Job Posting
  • SC Works (SC Department of Employment and Workforce)
  • Twitter
  • Word of mouth
  • Other
  • National Labor Exchange
  • CareerBuilder

Required Documents

• Resume
• Cover Letter / Letter of Application
• Reference List

Optional Documents

• Other Document
• Other Document 2
• Other Document 3
• Form DD 214