"Program Coordinator, Grading & Graduation"

The Program Coordinator for Grading and Graduation will support the functions of Registration and Records by tracking incoming requests for official transcript evaluations, and graduation applications, processing quarterly grading, including grade rosters, grade changes and grade repeats. The Program Coordinator ensures students are informed of the status of their requests through proactive communication and ongoing record updates. The person in this position provides clerical support for graduation and commencement, including diploma production, diploma tracking, graduation fee tracking, coordinating requests for graduation review, and assisting with commencement. The Coordinator is the primary point of contact for grades, credentials and graduation inquiries and information, ensuring students and faculty are provided with clear guidance on processes, policies and systems.

Registration and Records is a subunit of the Enrollment Services Department, responsible for quarterly enrollment, grading, transcripts, and graduation. Enrollment Services also includes admissions, student records, the college switchboard and data reporting. The office provides customer service in person, on campus at the front counter, virtually via Zoom lobbies, via email, phone and text. The person in this position is expected to participate fully as a member of the Enrollment Services team, supporting other functional areas as needed in support of student retention and completion. The position works in close coordination and collaboration with other Student Services Departments under the leadership of the Dean for Advising and Enrollment Services.

This is a full-time, classified position, which is eligible for overtime. Mon. - Fri. 8 a.m. - 5 p.m. with occasional evening hours.

Salary Information: The salary range stated above reflects the starting step of Range 40 (Step C) and ending step (Step M) salary for this classified position. Based on salary placement of Step C, it will take 5 years to reach Step L on the salary schedule, 11 years to reach step M on the salary schedule. This does not reflect any contractual changes; legislative mandated salary increases or Cost of Living Increases (COLA's) that may be approved in the future.

Reporting to the Associate Director of Enrollment and Credentials, this position will:

Graduation and Commencement Processing (30%):

• Update student records indicating graduation application status, including any missing graduation requirements;
• Send correspondence to individual students regarding graduation application status;
• Respond to inquiries regarding diplomas, graduation and commencement;
• Print and send diplomas;
• Maintain online forms and webpages with accurate information;
• Participate and assist in the coordination of graduation and commencement events including graduation workshops;
• Coordinate the graduation review process under the direction and in close coordination with the Associate Director of Enrollment and Credentials.

Grading and Incoming Transcripts (30%)

• Initiate and complete the quarterly grading process, notifying faculty of due dates, and assisting faculty with grade submission;
• Track and follow up with late grades, report missing grade list to directors and dean;
• Process grade changes, grade repeats, or grade forgiveness in accordance with institutional policy;
• Receive and track incoming transcript evaluation requests, and transcripts from other colleges;
• Update student records when transcript evaluation requests are received and completed, or indicate any additional items needed to complete the requests;
• Keep accurate records ensuring the status of each request is recorded, with regular status reports to the directors and dean;
• Provide guidance to students, staff and faculty on institutional grading, and incoming transcript policy and procedures.

Enrollment Support (30%)

• Serve students at the front counter guiding students through using ctcLink and web resources to complete enrollment transactions or processes;
• Process add/drop in accordance with institutional policy and procedure;
• Update and maintain student records accurately in accordance with FERPA, and ensure a record of each transaction;
• Answer the phone, return phone calls and respond to student inquiries via email and text;
• Notify students via email, text, ctcLink 3Cs of changes to student's enrollment status;
• Assist students with problem resolution, college navigation, or enrollment transactions;
• Assist students with navigating college services and connect students with appropriate resources;
• Produce student ID cards;
• Provide support for all enrollment processes including enrollment verifications, release of records, outgoing transcript requests, waitlists, pre-requisite checks and non-payment drops.

Community and Professional Development (10%)

• Actively engage in department and campus community professional development opportunities, cross-training, meetings and committees;
• Provide input into policies, processes and procedures to advance the college and unit missions and objectives;
• Support the mission and goals of the college to close the achievement gap, improve retention and completion, promote enrollment and provide a welcoming, positive experience for a diverse population.

Ability to:

• Communicate effectively (verbal and written) with a diverse population;
• Demonstrate exceptional customer service, follow-up and follow-through;
• Independently prioritize multiple tasks and deadlines, manage timelines and workflow based on cyclic academic calendar;
• Proficiently navigate an electronic environment, including use of Microsoft Office Suite, Google Suite, WordPress and ctcLink student data systems;
• Work both independently and as a member of a team;
• Recognize potential issues that may impact work efficiency, customer service or enrollment, actively identify areas for improvements and propose solutions;
• Maintain the confidentiality of protected or sensitive information and explain confidentiality regulations to students, faculty and staff;
• Model a high level of professional decorum, contribute to a positive work environment and foster productive, respectful relationships with colleagues;
• Demonstrate cultural competency skills, including a commitment to anti-bias and equity and an appreciation of a highly diverse environment.

Knowledge of:

• Enrollment related policy;
• Customer service principles;
• College services, programs and student needs.

Minimum:

• High School completion or equivalent; AND
• Two years of full-time administrative experience with an emphasis on program coordination, data management and customer service.

Desired:

• Associates degree;
• Ability to communicate effectively in Spanish (verbal and written);
• Experience working in a higher education environment;
• Experience with PeopleSoft;
• Fluency in a language in addition to English.