Student Records/Graduation Specialist

the CIA•Hyde Park, NY

About The Position

Reporting to the Assistant Registrar - Academic Records & Graduation, the Student Records/Graduation Specialist maintains accurate student records and supports all aspects of the Institute’s six annual commencement ceremonies in Hyde Park, NY. The role produces transcripts and diplomas, reviews graduation applications and degree audits in Ellucian Colleague, and ensures compliance with institutional policies and FERPA regulations. It serves as a primary resource for students, departments, and external agencies regarding academic progress, graduation eligibility, and degree completion. The position also supports ceremony preparation and communications, coordinates with campus departments and vendors, assists with final degree audits and graduation honors, and handles related records, reporting, and data-cleanup work. Work may require flexible hours, including nights and weekends, based on business needs.

Requirements

Associate degree.
One to two years of administrative or electronic records management work experience.
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 a positive attitude toward change.
Ability to work well under pressure.
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, including effective use of student data management systems and Microsoft Office products such as Word, Excel, and PowerPoint.

Nice To Haves

Bachelor’s degree.
One to two years of registrar-related or higher education experience.
Ellucian Colleague experience.

Responsibilities

Process academic probation and dismissal correspondence.
Maintain student records in digital and paper formats.
Process grade changes and corrections.
Update and maintain student demographic information.
Produce and mail official and unofficial transcripts.
Verify degrees and/or attendance for third parties and outside agencies.
Prepare Apostilles for alumni from non-US countries.
Maintain the accuracy of the commencement website.
Prompt students to complete the required graduation application before each Hyde Park ceremony.
Communicate directly with students regarding eligibility and confirm ceremony dates, diploma names, and mailing addresses.
Coordinate with Student Financial and Registration Services regarding ceremony fees and financial holds.
Share participant lists with related departments, including Student Financial and Registration Services, Alumni Relations, Student Affairs, and Career and Academic Advising.
Coordinate with commencement organizers on printed and digital communications, including the commencement program and tickets.
Work with regalia vendors and other partners; receive regalia shipments and prepare them for distribution.
Assist the Assistant Registrar with final degree audits after receipt of final grades and before degree conferral.
Verify graduation honors and correspond with students who have outstanding degree requirements.
Print and mail diplomas and maintain inventory of diplomas and related materials.
Create reports as needed and assist with data-cleanup projects.
Follow college and external-agency policies to ensure compliance with state, federal, and national accreditation standards, including FERPA.
Review the department email box daily and provide phone coverage when necessary.
Perform other duties as assigned.