Commencement and Records Operation Services

Commencement Coordinator

This position plays a vital role in guiding students through one of the most meaningful milestones of their academic journey—graduation. Serving as the primary coordinator for commencement operations, this role ensures ceremonies are accurate, seamless, and student-centered, while also safeguarding the integrity of academic records. Working collaboratively across campus, the position balances event coordination, academic records evaluation, and compliance to support students from admission through commencement with care, precision, and professionalism.

Under general supervision, this position serves as the primary coordinator for commencement operations and performs academic records evaluation functions. The role ensures accurate, timely, and compliant execution of commencement processes while maintaining the integrity of student academic records. Works collaboratively with campus departments, communicates extensively with students and stakeholders, and supports institutional compliance with state, College, and accreditation requirements across the admissions, graduation, and commencement lifecycle.

Specific duties and responsibilities include:

• Commencement Coordination & Operations
• Serves as the departmental lead for commencement coordination, providing day-to-day oversight of commencement processes throughout the academic year.
• Coordinates with Records, Advising, Student Services, Communications, Marketing, and other departments to ensure accurate and timely execution of commencement ceremonies.
• Verifies degree and certificate eligibility for commencement participation in collaboration with appropriate offices.
• Acts as a primary point of contact for student inquiries related to commencement eligibility, requirements, and participation status.
• Coordinates commencement communications, including notifications, instructions, timelines, and updates.
• Supports planning and execution of multiple commencement ceremonies, including data verification, issue resolution, and system readiness.
• Participates on the Commencement Advisory Committee and assists with continuous improvement initiatives.
• Coordinates pre-commencement student events and activities in collaboration with campus partners.
• Works extended or flexible hours during peak commencement periods, including evenings and event days, as required.
• Academic Records & Transcript Evaluation
• Independently researches and evaluates post-secondary transcripts and supporting documentation.
• Determines transferability, applicability, and equivalency of prior coursework in accordance with institutional and statewide guidelines.
• Evaluates and records credits earned through AP, CLEP, IB, AICE, and other examination programs following Articulation Coordinating Committee standards.
• Determines academic placement of previously earned credits relative to program requirements.
• Updates student records accurately in the student information system, including evaluation status and detailed notes.
• Ensures compliance with admissions, graduation, accreditation, and regulatory requirements.
• Systems, Data Management & Reporting
• Maintains commencement and graduation-related web content to ensure accuracy and clarity for students and faculty/staff.
• Monitors and manages the online commencement application and event management platform; serves as liaison with the vendor for system issues and enhancements.
• Stores and retrieves documents in the designated document management system.
• Generates reports and data summaries to support departmental operations and decision-making.
• Customer Service & Administrative Support
• Responds to inquiries from students, faculty, and external stakeholders via phone and email.
• Provides accurate information with a student-centered service approach.
• Other Duties
• Completes all other related duties and responsibilities as assigned.

Qualifications, knowledge, and skill requirements include:

• Associate Degree;
  Bachelor's degree preferred or an equivalent combination of education, training, and experience.
• Two (2) years of experience in higher education student services, records, admissions, registrar, or related administrative support functions.
• Demonstrated experience working with student information systems and document management platforms.
• Proficiency in various aspects of student services, including admissions, financial aid, advising, and curriculum services.
• Thorough understanding of the College's program offerings, encompassing the analysis of transcripts, credit transfer, and articulated 2+2 programs.
• Demonstrated skills in organization, time management, problem-solving, prioritization, and the implementation of effective processes.
• Strong ability to conduct research and perform analytical tasks, ensuring accurate and informed decision-making.
• Proficiency in utilizing Microsoft Office and Windows-based applications.
• Demonstrates keen attention to detail and consistently maintains accuracy in all tasks. Capable of managing multiple responsibilities concurrently.
• Demonstrates…