Program Coordinator, Grading & Graduation

Mac's List•Des Moines, WA

35d•$3,825 - $4,864•Onsite

About The Position

The Program Coordinator for Grading and Graduation will support the functions of Registration and Records by tracking incoming requests for official transcript evaluations, and graduation applications, processing quarterly grading, including grade rosters, grade changes and grade repeats. The Program Coordinator ensures students are informed of the status of their requests through proactive communication and ongoing record updates. The person in this position provides clerical support for graduation and commencement, including diploma production, diploma tracking, graduation fee tracking, coordinating requests for graduation review, and assisting with commencement. The Coordinator is the primary point of contact for grades, credentials and graduation inquiries and information, ensuring students and faculty are provided with clear guidance on processes, policies and systems. Registration and Records is a subunit of the Enrollment Services Department, responsible for quarterly enrollment, grading, transcripts, and graduation. Enrollment Services also includes admissions, student records, the college switchboard and data reporting. The office provides customer service in person, on campus at the front counter, virtually via Zoom lobbies, via email, phone and text. The person in this position is expected to participate fully as a member of the Enrollment Services team, supporting other functional areas as needed in support of student retention and completion. The position works in close coordination and collaboration with other Student Services Departments under the leadership of the Dean for Advising and Enrollment Services. This is a full-time, classified position, which is eligible for overtime. Mon. - Fri. 8 a.m. - 5 p.m. with occasional evening hours.

Requirements

High School completion or equivalent; AND
Two years of full-time administrative experience with an emphasis on program coordination, data management and customer service.
Communicate effectively (verbal and written) with a diverse population
Demonstrate exceptional customer service, follow-up and follow-through
Independently prioritize multiple tasks and deadlines, manage timelines and workflow based on cyclic academic calendar
Proficiently navigate an electronic environment, including use of Microsoft Office Suite, Google Suite, WordPress and ctcLink student data systems
Work both independently and as a member of a team
Recognize potential issues that may impact work efficiency, customer service or enrollment, actively identify areas for improvements and propose solutions
Maintain the confidentiality of protected or sensitive information and explain confidentiality regulations to students, faculty and staff
Model a high level of professional decorum, contribute to a positive work environment and foster productive, respectful relationships with colleagues
Demonstrate cultural competency skills, including a commitment to anti-bias and equity and an appreciation of a highly diverse environment.
Knowledge of Enrollment related policy
Knowledge of Customer service principles
Knowledge of College services, programs and student needs.

Nice To Haves

Associates degree
Ability to communicate effectively in Spanish (verbal and written)
Experience working in a higher education environment
Experience with PeopleSoft
Fluency in a language in addition to English.

Responsibilities

Update student records indicating graduation application status, including any missing graduation requirements
Send correspondence to individual students regarding graduation application status
Respond to inquiries regarding diplomas, graduation and commencement
Print and send diplomas
Maintain online forms and webpages with accurate information
Participate and assist in the coordination of graduation and commencement events including graduation workshops
Coordinate the graduation review process under the direction and in close coordination with the Associate Director of Enrollment and Credentials.
Initiate and complete the quarterly grading process, notifying faculty of due dates, and assisting faculty with grade submission
Track and follow up with late grades, report missing grade list to directors and dean
Process grade changes, grade repeats, or grade forgiveness in accordance with institutional policy
Receive and track incoming transcript evaluation requests, and transcripts from other colleges
Update student records when transcript evaluation requests are received and completed, or indicate any additional items needed to complete the requests
Keep accurate records ensuring the status of each request is recorded, with regular status reports to the directors and dean
Provide guidance to students, staff and faculty on institutional grading, and incoming transcript policy and procedures.
Serve students at the front counter guiding students through using ctcLink and web resources to complete enrollment transactions or processes
Process add/drop in accordance with institutional policy and procedure
Update and maintain student records accurately in accordance with FERPA, and ensure a record of each transaction
Answer the phone, return phone calls and respond to student inquiries via email and text
Notify students via email, text, ctcLink 3Cs of changes to student's enrollment status
Assist students with problem resolution, college navigation, or enrollment transactions
Assist students with navigating college services and connect students with appropriate resources
Produce student ID cards
Provide support for all enrollment processes including enrollment verifications, release of records, outgoing transcript requests, waitlists, pre-requisite checks and non-payment drops.
Actively engage in department and campus community professional development opportunities, cross-training, meetings and committees
Provide input into policies, processes and procedures to advance the college and unit missions and objectives
Support the mission and goals of the college to close the achievement gap, improve retention and completion, promote enrollment and provide a welcoming, positive experience for a diverse population.