Graduate Advisor and Records Coordination Specialist

Academic Advising & Student Success

• Advise a caseload of graduate students on academic planning, course selection, and timely degree completion.
• Provide undergraduate advising support during peak periods or as assigned.
• Review and process incoming student records.
• Follow procedure to complete accurate registration and semester preparations.
• Support registration, enrollment changes, degree audits, and graduation clearance processes.
• Serve as a liaison to assigned academic departments.
• Participate in required advising sessions, registration events, academic department meetings, and various student events.
• Prepare and present materials for students that support new student onboarding and current student information.
• Address student concerns with respect and professionalism.

Records Management & Registration Support

• Maintain accurate student records, advising notes, and documentation in institutional systems.
• Process registration-related actions (add/drop, withdrawals, permissions, etc.).
• Conduct and interpret degree audits; identify discrepancies and support graduation review processes.
• Ensure compliance with FERPA and institutional records policies; maintain confidentiality of student information.
• Support general office operations, student inquiries, and front-line service.
• Support records requests/reporting, and regulatory requirements.

Systems, Forms & Workflow Coordination

• Serve as the primary functional resource for advising and registration forms, workflows, and communication platforms.
• Design, build, maintain, and improve electronic forms and automated workflows.
• Coordinate workflow processes related to advising, registration, graduation, records management, and student services.
• Coordinate and streamline records-related workflows to improve efficiency and user experience.
• Develop and maintain documentation, procedures, and training resources for office systems and workflows.
• Ensure data integrity and consistency across advising and registration platforms.
• Support reporting and data gathering to improve processes and retention.

Student Communications & Digital Engagement

• Develop and manage targeted communication campaigns using email, text messaging, and other engagement platforms.
• Draft and distribute communications related to registration, deadlines, and policy updates.
• Coordinate messaging across departments to ensure consistency and accuracy of student-facing information.
• Track and assess communication effectiveness using available data and tools.
• Ensure all communications are accessible, timely, and aligned with institutional standards and branding.
• Work with Registrar to ensure updates to office web content.

Collaboration & Engagement

• Work closely with Academic Advising, Registration, Enrollment Services, and academic departments to support student success and operational effectiveness.
• Serve as a cross-functional liaison to ensure alignment of records/forms processes, policies, and communications.
• Collaborate with faculty, department chairs, program managers, and campus partners to ensure accurate records, effective communication, and efficient student service processes.
• Participate in student engagement activities, including orientation, commencement, and retention initiatives.

Skills & Qualifications

• Bachelor’s degree from an accredited institution.
• 5+ years of experience in academic advising, student services, or higher education administration.
• Experience interpreting and applying academic policies, degree requirements, and student records procedures.
• Experience with student information systems and records management; student records/electronic filing systems, reporting and electronic forms systems.
• Proficiency required in MS Word, Excel, Google Suite, Ellucian Colleague, Ellucian Self-Service/Degree Audit systems, and related higher education technologies.
• Experience analyzing and improving administrative or workflow processes; building/management of electronic forms and communication platforms.
• Understanding of FERPA and higher education compliance standards.
• Experience organizing and presenting workshops, orientations, or student success programming; including successful team collaboration on events and presentations.
• Strong interpersonal skills with a high level of tact, empathy and diplomacy.
• Excellent written, verbal communication, organizational and problem-solving skills.
• Ability to manage multiple priorities in a fast-paced, deadline-driven environment.