Graduation Services Coordinator

Graduation Services Coordinator

Office of the Registrar

Contingent II Exempt 1.2

Location: Adelphi, MD (Hybrid, On-Site)

The Graduation Services Coordinator provides essential support for the Graduation Services unit at UMGC by managing a wide range of student-facing and operational tasks related to graduation. This role is critical in ensuring the accuracy and timeliness of student records, effective communication with students, and compliance with institutional policies. The coordinator is a key resource for both students and internal teams and is instrumental in maintaining service excellence throughout the graduation process. This role will be required to report to the office multiple times a week.

Duties and Responsibilities:

• Execute and support graduation-related record maintenance tasks, including processing graduation application term changes, manually submitting applications for students, completing name and address updates, data-entering program plan changes, and withdrawing graduation applications upon request.
• Serve as a primary point of contact for graduation-related inquiries and documentation, including fulfillment of degree verifications, letters of completion, and embassy letters. Complete the Apostille process for diploma notarization requests and confirm academic honors eligibility for each commencement cycle at UMGC ceremonies.
• Manage incoming student inquiries via the Graduation Services phone queue, manage all email correspondence with students and alumni and coordinate batch processing of final transcripts for graduates, including preparing them for physical mailing. Visit campus on a weekly basis to manage the receipt of returned diplomas and other administrative duties.
• Perform updates to student financial and academic records by posting and removing graduation application and diploma fees, term activating students following application adjustments, and removing inappropriate future term activations. Additionally, assist with resolving fee-related discrepancies involving application and diploma fees.
• Provide training and support for inexperienced staff hired into the Graduation Coordinator role. Develop and maintain process documentation and training materials that support operational consistency and policy adherence.

Competencies:

• Office or Other Indoor Work: With minimal physical demands such as occasionally lifting/moving materials less than 25 pounds.
• Experience in a high-volume work environment where accuracy and attention to detail are critical to maintaining data integrity and meeting processing deadlines.
• Ability to multi-task and manage time effectively. Customer service oriented.

Skills:

• Strong attention to detail and accuracy.
• Effective communication and interpersonal skills.
• Proficient in Microsoft Office and administrative systems.
• Ability to learn and apply institutional policies and procedures.
• Excellent organizational and time-management abilities.

Education & Experience Requirements:

Education:

• Bachelor's Degree

Experience:

• Minimum of 2 years of experience in higher education student services, registrar operations, academic records, graduation services, academic advising, admissions, transfer credit, enrollment services, or a related administrative area.
• Experience reviewing, maintaining, or interpreting student academic records, including transcripts, enrollment history, program/plan information, grades, academic standing, transfer credit, substitutions, waivers, exceptions, or degree requirements.
• Experience supporting processes related to degree audit, graduation review, academic progress tracking, curriculum requirements, or student record updates.
• Demonstrated ability to apply academic policies, procedures, catalog requirements, and institutional rules accurately and consistently.
• Experience using a student information system, degree audit platform, CRM, document management system, or related higher education technology to research, update, track, or verify student records.

Preferred Experience Requirements:

Education:

• Same as required

Experience:

• A minimum of 3 years' experience with student records and/or graduation services
• Demonstrated experience in a higher education student services environment.
• Experience via demonstrated competency in initiating, acting on, and closing CRM (e.g. SalesForce) cases and actions.
• Functional understanding of institutional requirements for degree or certificate completion.
• Experience via demonstrated competency initiating, completing, and reviewing transactions in a Student Information System (preferably PeopleSoft) evidencing understanding of the system and relational nature of the data beyond processing individual transactions.
• Ability to prioritize workflow and demonstrate problem solving abilities.

All submissions should include a cover letter and resume.