Student Records/Graduation Specialist

The Culinary Institute of America; Town of Hyde Park (NY); On-site; USD 25,000 - 33,000; Full time

Benefits offered by this job

Medical coverage at no cost

Dental insurance

Vision insurance

Life insurance

Short & long-term disability insurance

Generous paid time off

Job summary

The Culinary Institute of America is seeking a records and graduation coordinator in Hyde Park, NY. You will maintain student records, process transcripts and diplomas, and support six annual commencement ceremonies with attention to FERPA compliance and accuracy.

You will collaborate with multiple departments and external agencies, ensuring timely degree audits and clear communication with students regarding eligibility and graduation requirements.

Qualifications

• Associate degree required.
• 1–2 years of administrative/electronic records management experience.

Responsibilities

• Maintain accurate student records in digital and paper formats.
• Process transcripts, diplomas, and degree audits; review graduation applications.
• Ensure FERPA compliance and respond to student inquiries regarding progress and eligibility.
• Coordinate with departments and external agencies; prepare communications and reports.
• Assist with data cleanup and related administrative tasks.

Skills

Data accuracy

Analytical skills

Written and oral communication

Organization & time management

Customer service

Diplomacy & sound judgment

MS Office (Word, Excel, PowerPoint)

Education

Associate Degree

Bachelor’s Degree

Tools

Student data management systems

Ellucian Colleague

Job description

The hiring rate for this position is $21.00.

The CIA offers a substantial benefits package that includes medical coverage available at no cost to qualifying employees, dental insurance, vision insurance, life insurance, short and long term disability insurance, a generous paid time off program, and more!

POSITION SUMMARY

Reporting to the Assistant Registrar - Academic Records & Graduation, this position is responsible for maintaining accurate student records and supporting all aspects of the Institute’s six annual commencement ceremonies in Hyde Park, NY. Key duties include producing transcripts and diplomas, reviewing graduation applications and degree audits in Ellucian Colleague, and ensuring compliance with institutional policies and FERPA regulations. The role serves as a primary resource for students, departments, and external agencies regarding academic progress, graduation eligibility, and degree completion.

ESSENTIAL RESPONSIBILITIES

• Processes academic probation and dismissal correspondence.
• Maintains student records in both digital and paper formats.
• Processes grade changes and corrections.
• Updates and maintains student demographic information.
• Produces and mails official and unofficial transcripts.
• Verifies degrees and/or attendance to third parties and outside agencies.
• Prepares Apostilles (authenticated graduation documents for alumni from non-US countries).
• Maintains accuracy of commencement website.
• Prompts students to complete the required graduation application prior to each Hyde Park, NYceremony. Communicates directly with students regarding eligibility.
• Interacts with Student Financial and Registration Services regarding ceremony fees and financial holds.
• Communicates participant list with related departments including Student Financial and RegistrationServices,Alumni Relations, Student Affairs, andCareer and Academic Advising, and others.
• Coordinates with commencement organizers in the creation of printed and digital communications including the commencement program and tickets.
• Works with regalia vendors and others. Receives regalia shipments and prepares them for distribution.
• Following the receipt of all final grades, assists the Assistant Registrar with final degree audits in preparation for the conferral of degrees. Verifies graduation honors.
• Corresponds with students having outstanding degree requirements.
• Prints and mailsdiplomas. Maintains inventory of diploma and related materials.
• Creates reports as needed.
• Assists with data cleanup projects.
• Follows policies established by the college and external agencies to ensure compliance with state, federal and national accreditation standards, including FERPA.
• Reviews department email box daily and provides phone coverage when necessary.
• Any and all other duties as assigned.

REQUIRED QUALIFICATIONS

Education :

• Associate Degree.

Experience :

• One (1) to two (2) years of administrative/electronic records management work experience.

PREFERRED QUALIFICATIONS

• Bachelor’s Degree.
• One (1) to two (2) years registrar-related or higher education experience.

REQUIRED SKILLS

• Ability to independently maintain data accuracy.
• High-level analytical skills.
• Excellent written and oral communication skills
• Strong organizational and time management skills.
• Commitment to providing high-quality customer service.
• Flexibility and positive attitude toward change.
• Exceptional organizational skills.
• Must be able to work well under pressure.
• Must possess strong diplomacy skills and the ability to make sound judgments.
• Ability to work positively in a demanding, high-volume, fast-paced, team-oriented student service environment.
• Strong computer experience, which must include abilities to work effectively with student data management systems and MS Office suite products, i.e. Word, Excel, PowerPoint.

WORKING CONDITIONS

• Able to work flexible hours on occasion, including nights and weekends, as required by business needs.
• Ability to lift up to 50 lbs.
• Regular work requires a great deal of sitting and standing for extended periods.
• Regular work requires the use of a computer, sometimes in excess of eight (8) hours per day.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.