Job Summary

The Graduation Coordinator is responsible for overseeing and coordinating all processes related to graduation eligibility, degree completion reviews, commencement preparation, diploma production, and graduation-related reporting at Fort Valley State University. This position ensures the accurate evaluation of academic records, supports the planning and execution of commencement activities, and maintains inventory and materials associated with graduation. The Graduation Coordinator collaborates closely with the Registrar, Associate Registrar, faculty, staff, and campus partners to ensure compliance with university and system policies.

Major Duties

• Evaluate and verify student academic records to determine graduation eligibility.
• Coordinate and manage the review process for all prospective graduation candidates in collaboration with academic departments.
• Prepare, maintain and finalize official graduation lists, including degree candidates, honors designations, and program information.
• Track students with outstanding admission or academic requirements
• Assist the Registrar with commencement planning, including student participation, name verification and seating assignments.
• Oversee the production, printing, and distribution of undergraduate and graduate diplomas and certificates.
• Maintain and track all commencement-related inventory, including diploma stock, mailing materials, and office supplies
• Utilize Banner, Degree Works, and related systems to conduct degree audits, generate reports, and monitor student progress.
• Assist the Registrar and Associate Registrar in maintaining the accuracy and integrity of Degree Works.
• Develop and distribute graduation-related communications, including deadlines, procedures, and instructions for students, faculty, and staff.
• Communicate outstanding academic requirements to academic departments in a timely and accurate manner.
• Ensure compliance with university policies, Board of Regents (BOR) guidelines, and state academic regulations.
• Maintain the confidentiality and security of student academic records in accordance with FERPA and institutional policy.
• Identify opportunities for process improvements and contribute to policy and workflow development related to graduation operations.
• Review and process forms submitted through Dynamic Forms, ensuring accuracy, compliance, and timely completion.
• Provide support for registration and other peak operational periods.
• Perform other duties as assigned by the Associate Registrar or Registrar.
• Process change-of-grade forms, "I" (Incomplete) removals and course substitution requests.
• Collaborate with the Transfer Coordinator to track and monitor outgoing transient requests.

Knowledge Required by Position

• Knowledge of academic policies and registrar operations
• Analytical and problem-solving skills related to transcript and curriculum evaluation
• Strong attention to detail and data integrity
• Effective written and verbal communication
• Ability to interpret and apply institutional and Board of Regents policies

Minimum Qualifications

• Master's degree from an accredited institution
• Three (3) to (5) years of professional experience in higher education, preferably in transfer evaluation, academic advising, admissions or registrar services

Preferred Qualifications

• Experience with Banner, Degree Works, or similar student information systems.
• Experience working in a Registrar's Office or academic records environment
• Knowledge of Board of Regents of the University System of Georgia (USG) and Fort Valley State University degree requirement policies and degree-granting practices, including degree audits and accreditation standards.
• Strong analytical, organization and communication skills