Academic Services Coordinator

Academic Services Coordinator

The Academic Services Coordinator provides exemplary customer service to our constituents and processing of academic records. As part of the academic support team, the Academic Services Assistant will provide front-line support and process records for the college community. Reporting to the Associate Registrar, the position works with the Registrar team to provide timely and accurate services for general office processing and assisting with academic policies and procedures.

Essential Functions:

• Serve as the initial point of contact for email and phone inquiries, providing responsive, proactive, and inclusive service to students, faculty, staff, and community members through in-person, email, and phone interactions.
• Process official transcript requests in a timely manner and ensure the receipt and indexing of incoming official transcripts.
• Process academic record updates and transactions with accuracy and attention to detail.
• Assist with entering transfer credit, graduation eligibility review, and degree completion verification.
• Maintain documentation related to degree requirement exceptions and approvals.
• Maintain student academic records in compliance with institutional records retention policies, FERPA requirements, and higher education best practices.
• Support Academic Standards Committee administration, including communications and materials preparation.
• Coordinate the preparation and distribution of Registrar's Office communications to the college community.
• Serve as the primary producer of diplomas.
• Provide reports as needed to various campus stakeholders.
• Develop and maintain procedural documentation to support consistent workflows and knowledge continuity.
• Serve as a representative of the Office of the Registrar at student- and faculty-facing events and outreach activities.
• Assist with general office operations, including document management, records organization, and other administrative tasks.
• Contribute to process improvements that enhance efficiency and the student experience.
• Assist with commencement preparation, diploma accuracy, and ceremony support as needed.
• Perform other duties as assigned.

Required Knowledge, Skills and Abilities:

• Demonstrated ability to evaluate complex information, apply academic policies accurately, and make independent decisions within established guidelines.
• Strong attention to detail and accuracy, with the ability to manage multiple tasks, prioritize effectively, and meet deadlines.
• Excellent written and verbal communication skills, including the ability to explain academic policies clearly to diverse audiences.
• Outstanding customer service skills and the ability to engage effectively with students, faculty, staff, families, and external agencies.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and comfort learning new technologies, databases, and student information systems.
• Ability to maintain confidentiality and comply with FERPA and institutional policies.
• Strong analytical and problem-solving skills, with the ability to identify issues, propose solutions, and exercise sound judgment.
• Ability to work collaboratively and independently, knowing when to take initiative and when to seek guidance.
• Professionalism, diplomacy, and respect in all interactions.
• Commitment to equity, inclusion, and delivering accessible, student-centered services.
• Adaptability to changing priorities, institutional needs, and evolving technologies.
• High level of integrity and accountability when working with sensitive academic data and records.
• Exhibit a positive attitude, strong work ethic, and sound professional judgment.

Experience/Education:

• Bachelor's degree or an equivalent combination of education, training, and experience.

Supervisory Responsibility: No

• Staff: No
• Student: No

Time Type: Full Time

Work Schedule: This is a regular, non-exempt, staff position, working 12 months per year. The regular schedule for this position is Monday through Friday, 8:00 a.m. to 5:00 p.m. Hours may vary depending on the operational needs of the College or department, including evenings and weekends as required.

Compensation: Budgeted Salary Range: $22.00-$23.00 per hour

Work Model: Hybrid* (1 Day/Wk Remote)

• *Must have access to reliable and secure computer and internet connection.
• *Must have access to a dedicated and suitable workstation at remote location, including desk or table and supporting, upright chair. Must ensure workstation is safe and free from hazards and ergonomically appropriate.

Physical Requirements: This is generally a sedentary position. Must be able to sit for prolonged periods of time and operate a computer for prolonged periods of time. You must have the ability to drive locally for events and appointments. See specifics below.

Instructions: Only qualified applicants please.

Application Materials: Upload the following materials to complete your application:

• Cover Letter: Indicate your reason for interest in this position, describe how your qualifications make you an ideal candidate, and explain which of Pitzer's core values best relates to your own.
• Resume: List relevant qualifications and dates of experience.
• Professional References: References will be contacted for select applicants and advance notice will be provided. Provide the names of at least three (3) individuals who can speak to your professional qualifications. Include their business titles, contact information and an indication of how you are acquainted with them (e.g., former supervisor, coworker, etc.).

Employment Requirements Employment is contingent upon a candidate possessing the knowledge, skills and abilities to be able to successfully perform the essential duties of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities. Employment is also contingent upon new employees providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States. For positions requiring the use of a college-owned vehicle, employment is contingent upon a driving record acceptable to the colleges' automobile liability insurance. Final candidates in all staff positions will be required to undergo a background investigation; in addition some positions may require a physical lift test and pulmonary function test.

Covid-19 Vaccination

Pitzer College has mandated the COVID-19 vaccination for all employees. New employees are required to show proof of full vaccination, including booster, against COVID-19 or request a Pitzer College approved medical or religious exemption on or before their first day of employment.

Equal Employment Opportunity and Non-Discrimination

Pitzer College adheres to both the letter and the spirit of Equal Employment opportunity and Affirmative Action. It does not discriminate on the basis of race, color, creed, religion, national or ethnic origin, sex, gender, age, sexual orientation, marital status, pregnancy, disability, medical condition, or veteran status, in the administration of its admission policies, educational policies, scholarship and loan programs, athletic and other College-administered programs, and employment policies. Pitzer strongly encourages candidates from underrepresented groups to apply.

Safety Report

In compliance with applicable law, Pitzer College publishes an annual report containing statistical information concerning the occurrence of crime on campus and adjacent thereto, as well as policies and practices concerning security. A copy of this report is online at or by contacting The Claremont Colleges Department of Campus Safety: 251 E. Eleventh Street, Claremont, CA 91711-3947; View phone number on click.appcast.io.

Reporting Definitions

• Campus Security Authority Reporter (CSA): Employees responsible for reporting crimes that are disclosed to them, so that crime statistics reporting is as accurate as possible.
• Federal Educational Rights and Privacy Act Reporter (FERPA): Employees with access to student records and information must adhere to the privacy protection requirements under FERPA, which restricts what student information may be disclosed and to whom.
• Mandatory Reporter: Employees who have frequent contact with children are required to report all known or suspected cases of child abuse or neglect.
• Responsible Employee: Any employee who has the authority to take action to redress sexual violence, who has been given the duty of reporting incidents of sexual violence or any other misconduct by students to the Title IX Coordinator or other appropriate School designee; or whom a student could reasonably believe has this authority or duty.