Academic Services Coordinator

Pitzer College • Claremont, CA

4d • Hybrid

About The Position

The Academic Services Coordinator provides exemplary customer service and processing of academic records. As part of the academic support team, this role 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.

Requirements

• 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.
• 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.
• 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.

Responsibilities

• 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.
• Server 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.

Benefits

• 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.
• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level