Commencement and Records Operation Services

Indian River State College • Fort Pierce, FL

2d • $18

About The Position

This position plays a vital role in guiding students through one of the most meaningful milestones of their academic journey—graduation. Serving as the primary coordinator for commencement operations, this role ensures ceremonies are accurate, seamless, and student-centered, while also safeguarding the integrity of academic records. Working collaboratively across campus, the position balances event coordination, academic records evaluation, and compliance to support students from admission through commencement with care, precision, and professionalism. About Us Indian River State College is a leading public institution located on Florida’s Treasure Coast, serving students across multiple campuses in four counties. We are dedicated to academic excellence, innovation, and community engagement, offering associate and bachelor’s degrees, workforce training, and continuing education programs. At The River, we believe every student’s and employee’s story matters. We value the different perspectives, experiences, and talents that come together on our campuses, creating a learning environment and workplace that’s supportive, inclusive, and inspiring. With flexible options online, on campus, and hybrid, we design learning experiences that meet students where they are and prepare them for real-world success. Programs like the Promise Program open doors by providing eligible students with tuition-free access, ensuring every learner has the opportunity to thrive. Why Join the River When you join Indian River State College, you become part of a forward-thinking and supportive community where your work truly matters. Your role is more than a job; it’s an opportunity to shape the future, uplift students, and be part of a mission-driven college that is changing lives every day. What We Offer At Indian River State College, we value the well-being and professional growth of our employees. Our comprehensive benefits package includes: · Health & Wellness: Medical, dental, vision, flexible spending accounts, life insurance, supplemental plans, and access to our Employee Assistance Program (EAP). · Affordable Coverage: PPO/HMO options starting at just $50/month for individual coverage and $180/month for family coverage. · Retirement Security: Participation in the Florida Retirement System (FRS), plus tax-deferred annuities and Roth 403(b) options. · Time for You: Generous paid vacation, personal, and sick leave to support work-life balance. · Perks & Discounts: Reduced rates on services and tickets to local attractions. · Growth & Development: Professional development programs, leadership training, and opportunities to advance your career. JOB SUMMARY: Under general supervision, this position serves as the primary coordinator for commencement operations and performs academic records evaluation functions. The role ensures accurate, timely, and compliant execution of commencement processes while maintaining the integrity of student academic records. Works collaboratively with campus departments, communicates extensively with students and stakeholders, and supports institutional compliance with state, College, and accreditation requirements across the admissions, graduation, and commencement lifecycle.

Requirements

• Associate Degree; Bachelor’s degree preferred or an equivalent combination of education, training, and experience.
• Two (2) years of experience in higher education student services, records, admissions, registrar, or related administrative support functions.
• Demonstrated experience working with student information systems and document management platforms.
• Proficiency in various aspects of student services, including admissions, financial aid, advising, and curriculum services.
• Thorough understanding of the College’s program offerings, encompassing the analysis of transcripts, credit transfer, and articulated 2+2 programs.
• Demonstrated skills in organization, time management, problem-solving, prioritization, and the implementation of effective processes.
• Strong ability to conduct research and perform analytical tasks, ensuring accurate and informed decision-making.
• Proficiency in utilizing Microsoft Office and Windows-based applications.
• Demonstrates keen attention to detail and consistently maintains accuracy in all tasks.
• Capable of managing multiple responsibilities concurrently.
• Demonstrates discretion, exercises sound judgment, and has the capacity to work independently while upholding confidentiality standards.
• Self-motivated, exhibiting a proactive approach to tasks and responsibilities.
• Requirements are representative of minimum levels of knowledge, skills and/or abilities.
• To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently.
• Additionally, all employees of the College are expected to maintain professional standards of communication, able to learn and apply new technology, and abide by all policies and procedures.
• Continued employment remains on an “at-will” basis.
• cyclical peak workloads aligned with commencement and graduation period
• This description is intended to indicate typical kinds of tasks and levels of work difficulty that will be required of positions given this title and shall not be construed as declaring every specific duty and responsibility of the particular position.
• This job description is not intended to be a contract for employment, and the employer reserves the right to make any necessary revisions to the job description at any time without notice.

Nice To Haves

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

Responsibilities

• Serves as the departmental lead for commencement coordination, providing day-to-day oversight of commencement processes throughout the academic year.
• Coordinates with Records, Advising, Student Services, Communications, Marketing, and other departments to ensure accurate and timely execution of commencement ceremonies.
• Verifies degree and certificate eligibility for commencement participation in collaboration with appropriate offices.
• Acts as a primary point of contact for student inquiries related to commencement eligibility, requirements, and participation status.
• Coordinates commencement communications, including notifications, instructions, timelines, and updates.
• Supports planning and execution of multiple commencement ceremonies, including data verification, issue resolution, and system readiness.
• Participates on the Commencement Advisory Committee and assists with continuous improvement initiatives.
• Coordinates pre-commencement student events and activities in collaboration with campus partners.
• Works extended or flexible hours during peak commencement periods, including evenings and event days, as required.
• Independently researches and evaluates post-secondary transcripts and supporting documentation.
• Determines transferability, applicability, and equivalency of prior coursework in accordance with institutional and statewide guidelines.
• Evaluates and records credits earned through AP, CLEP, IB, AICE, and other examination programs following Articulation Coordinating Committee standards.
• Determines academic placement of previously earned credits relative to program requirements.
• Updates student records accurately in the student information system, including evaluation status and detailed notes.
• Ensures compliance with admissions, graduation, accreditation, and regulatory requirements.
• Maintains commencement and graduation-related web content to ensure accuracy and clarity for students and faculty/staff.
• Monitors and manages the online commencement application and event management platform; serves as liaison with the vendor for system issues and enhancements.
• Stores and retrieves documents in the designated document management system.
• Generates reports and data summaries to support departmental operations and decision-making.
• Responds to inquiries from students, faculty, and external stakeholders via phone and email.
• Provides accurate information with a student-centered service approach.
• Completes all other related duties and responsibilities as assigned.

Benefits

• Health & Wellness: Medical, dental, vision, flexible spending accounts, life insurance, supplemental plans, and access to our Employee Assistance Program (EAP).
• Affordable Coverage: PPO/HMO options starting at just $50/month for individual coverage and $180/month for family coverage.
• Retirement Security: Participation in the Florida Retirement System (FRS), plus tax-deferred annuities and Roth 403(b) options.
• Time for You: Generous paid vacation, personal, and sick leave to support work-life balance.
• Perks & Discounts: Reduced rates on services and tickets to local attractions.
• Growth & Development: Professional development programs, leadership training, and opportunities to advance your career.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree