Graduate Advisor and Records Coordination Specialist

POSITION SUMMARY

The Graduate Advisor & Records Coordination Specialist provides comprehensive academic advising and student support for graduate students while coordinating student records, communication systems, electronic workflows, and registration processes within the Academic Advising & Registration Office. This role also provides supplemental undergraduate advising support during peak periods as needed. The position integrates student-centered advising, records coordination, systems and workflow management, and operational support to assist students from enrollment through degree completion.

The role leads electronic form development, manages targeted communication initiatives, and contributes to efforts that enhance student success and operational effectiveness. In addition, this position serves as a resource for maintaining the accuracy and integrity of student records, supporting advising and registration operations, and compliance with institutional policies.

• Advise a caseload of graduate students on academic planning, course selection, and timely degree completion; provide undergraduate advising support during peak periods or as assigned.
• Review and process incoming student records; follow procedure to complete accurate registration and semester preparations; includes thorough review of transfer credit evaluations and other credits/scores that impact degree requirements and planning.
• Provide guidance on use of CCS platforms, Self‑Service and Student Planning to support advising and registration functions and to promote student self‑sufficiency for registration and course planning.
• Monitor academic progress and conduct proactive outreach to at‑risk, probationary, or conditionally admitted students; develop academic success plans and refer students to campus resources.
• Interpret and accurately communicate curriculum requirements, academic policies, and institutional procedures to students and stakeholders.
• Assist with registration, enrollment changes, degree audits, and graduation clearance processes.
• Assist with degree audit review of potential graduates and other graduation processes as needed and/or requested by the Registrar/Director of Ac. Advising.
• Provide transfer credit guidance, including evaluation of applicability toward degree requirements; supporting new, returning, and readmitted students.
• Serve as liaison to assigned academic departments; communicate updates impacting curriculum, registration, and student progress; collaborate with campus partners.
• Actively participate in required advising sessions, registration events, academic department meetings and various student events as necessary or as directed by supervisor; enhance student/advisor connection and build understanding of trends/expectations within the major.
• Prepare and present materials for students that support new student onboarding and current student information in formats that support communication of advising, registration and degree planning (i.e. Power Points, video, PDF, email, verbal presentations at department meetings, etc.).
• Address student concerns with respect and professionalism; follow institutional guidelines for resolving academic or other concerns; provide appropriate referrals and follow‑up.

• Maintain accurate student records, advising notes, and documentation in institutional systems (e.g., Colleague, Softdocs).
• Process registration‑related actions (add/drop, withdrawals, permissions, etc.).
• Conduct and interpret degree audits; identify discrepancies and support graduation review processes in collaboration with office registrars to resolve issues.
• Ensure compliance with FERPA and institutional records policies; maintain confidentiality of student information.
• Serve as a point of coordination between advising, registrar functions, and academic departments to ensure efficient processing of student records/forms.
• Support general office operations, student inquiries, and front‑line service as needed.
• Support records requests/reporting, and regulatory requirements; maintain…