Student Records/Graduation Specialist

CIA Administrative Assistant

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POSITION SUMMARY

Reporting to the Assistant Registrar - Academic Records & Graduation, this position is responsible for maintaining accurate student records and supporting all aspects of the Institute's six annual commencement ceremonies in Hyde Park, NY. Key duties include producing transcripts and diplomas, reviewing graduation applications and degree audits in Ellucian Colleague, and ensuring compliance with institutional policies and FERPA regulations. The role serves as a primary resource for students, departments, and external agencies regarding academic progress, graduation eligibility, and degree completion.

ESSENTIAL RESPONSIBILITIES

• Processes academic probation and dismissal correspondence.
• Maintains student records in both digital and paper formats.
• Processes grade changes and corrections.
• Updates and maintains student demographic information.
• Produces and mails official and unofficial transcripts.
• Verifies degrees and/or attendance to third parties and outside agencies.
• Prepares Apostilles (authenticated graduation documents for alumni from non-US countries).
• Maintains accuracy of commencement website.
• Prompts students to complete the required graduation application prior to each Hyde Park, NY ceremony.
• Communicates directly with students regarding eligibility.
• Confirms ceremony dates, diploma names, mailing addresses, etc.
• Interacts with Student Financial and Registration Services regarding ceremony fees and financial holds.
• Communicates participant list with related departments including Student Financial and Registration Services, Alumni Relations, Student Affairs, and Career and Academic Advising, and others.
• Coordinates with commencement organizers in the creation of printed and digital communications including the commencement program and tickets.
• Works with regalia vendors and others.
• Receives regalia shipments and prepares them for distribution.
• Following the receipt of all final grades, assists the Assistant Registrar with final degree audits in preparation for the conferral of degrees.
• Verifies graduation honors.
• Corresponds with students having outstanding degree requirements.
• Prints and mails diplomas.
• Maintains inventory of diploma and related materials.
• Creates reports as needed.
• Assists with data cleanup projects.
• Follows policies established by the college and external agencies to ensure compliance with state, federal and national accreditation standards, including FERPA.
• Reviews department email box daily and provides phone coverage when necessary.
• Any and all other duties as assigned.

REQUIRED QUALIFICATIONS

• Education: Associate Degree.
• Experience: One (1) to two (2) years of administrative/electronic records management work experience.

PREFERRED QUALIFICATIONS

• Bachelor's Degree.
• One (1) to two (2) years registrar-related or higher education experience.
• Ellucian Colleague experience.

REQUIRED SKILLS

• Ability to independently maintain data accuracy.
• High-level analytical skills.
• Excellent written and oral communication skills.
• Strong organizational and time management skills.
• Commitment to providing high-quality customer service.
• Flexibility and positive attitude toward change.
• Exceptional organizational skills.
• Must be able to work well under pressure.
• Must possess strong diplomacy skills and the ability to make sound judgments.
• Ability to work positively in a demanding, high-volume, fast-paced, team-oriented student service environment.
• Strong computer experience, which must include abilities to work effectively with student data management systems and MS Office suite products, i.e. Word, Excel, PowerPoint.

WORKING CONDITIONS

• Able to work flexible hours on occasion, including nights and weekends, as required by business needs.
• Ability to lift up to 50 lbs.
• Regular work requires a great deal of sitting and standing for extended periods.
• Regular work requires the use of a computer, sometimes in excess of eight (8) hours per day.