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Coordinator of Records - Commencement and Undergraduate Degree

Company: Concordia University - Irvine Ca
Location: Irvine
Posted on: May 3, 2021

Job Description:

OFFICE PROFILE: The Registrar's Office originates and maintains official records of student files and transcripts, verifies eligibility of students for athletics, registration, and graduation.

ROLE: Plan, organize and maintain records of Student Graduation. Monitor and interpret Graduation policies and procedures.


  • Recommended by the Registrar
  • Approved by the Executive Vice President/Provost


  • Reports to the Specialist for Degree Audits and Academic Athletic Eligibility
  • Interacts and functions cooperatively with other department and campus personnel as needed


  • Maintains the accuracy of graduation records.
  • Works with student files pertaining to graduation and degree requirements.
  • Tracks and maintains graduation applications (receives and approves all undergraduate applications for graduation, tracks all students completing degree requirements outside of the institution, audits and awards all undergraduate degrees, maintains communication with applied students who did not successfully complete all degree requirements).
  • Creates and maintains forms in regards to graduation applications and degree requirements.
  • Works with Web team to maintain and update all online graduation forms and commencement information.
  • Coordinates activities for all Grad Fests and all commencement ceremonies.
  • Provides and proofs programs for all commencement ceremonies.
  • Provides candidates for Outstanding Graduate, Commencement Responder, Departmental Awards, Latin Honors and Honors Scholars to the appropriate offices.
  • Assists in the planning and execution of the Academic Achievement Ceremony with the Office of the Provost.
  • Serves as a member of the Graduation Committee and aids in commencement planning and execution.
  • Communicates with graduation applicants on upcoming events and eligibility.
  • Orders graduation related materials [diplomas (in coordination with Department Assistant), academic regalia, etc.].
  • Works closely with Admissions and Academic Advising personnel on transferability for re-admitted students near degree completion.
  • Performs Financial Aid degree audits under special circumstances.
  • Creates and maintains Adobe Sign forms for the office.
  • Other duties may be assigned.


Bachelor's degree from a four-year college or university; or one or two years related experience and/or training; or equivalent combination of education and experience.


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals to perform the essential functions.

  • Experience with Student Information Systems (Banner, Peoplesoft, etc.)
  • Typing and computer skills, knowledge of MS Office Suite (including Access) is preferable
  • Advanced knowledge of Excel
  • Ability to work with accuracy and diligence
  • Ability to maintain confidentiality
  • Patience and sensitivity to deal with students
  • Ability to work with limited supervision
  • Problem solving and sound judgement
  • Ability to learn new software
  • Ability to work limited evenings and Saturdays


Ability to read, analyze, and interpret university policies, procedures, educational publications, synodical publications, and governmental procedures. Ability to effectively write reports and correspondence. Ability to effectively present information and respond to questions from other staff, faculty, families, and the general public.


Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent.


Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.


Attitude and Demeanor:

  • Exemplify Christian philosophy of the Concordia University mission statement in all aspects of day-to-day duties and responsibilities assigned to this position.
  • Communicate warmth, understanding and helpfulness when interacting with students, staff, faculty and the general public.
  • Develop and maintain positive relationships with all who come into contact with this department.
  • Exhibit a cheerful, positive, loyal, team-member attitude toward the purposes, programs, policies and goals of Concordia University.
  • Respect lines of communications.
  • Constantly strive to improve performance.
  • Maintain confidentiality on matters pertaining to this office and the campus as a whole.
  • Formulate goals and objectives and expect to be evaluated upon them.


Employees are responsible for complete cooperation with all aspects of the safety and health program, including compliance with all rules and regulations, and for continuously practicing safety while performing their duties.


The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Repetitive motions sitting at a keyboard
  • Rising and sitting repeatedly
  • Climbing stairs and walking to other offices
  • Ability to lift, pull, grasp, stoop, and reach to utilize 5-drawer file cabinets
  • Ability to lift or move up to 50 lbs.
  • Specific vision abilities required by this job include: close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus


The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee occasionally works near moving mechanical parts. The employee is occasionally exposed to risk of electrical shock.

The noise level in the work environment is usually moderate. It includes office equipment, such as phones, computers and copy machines.

Keywords: Concordia University - Irvine Ca, Irvine , Coordinator of Records - Commencement and Undergraduate Degree, Other , Irvine, California

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