Graduate Advisor & 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; includes thorough review of transfer credit evaluations and other credits/scores that impact degree requirements and planning.
• Provide guidance on use of CCS platforms, Self-Service and Student Planning to support advising and registration functions and to promote student self-sufficiency for registration and course planning.
• Maintain academic progress and conduct proactive outreach to at-risk, probationary, or conditionally admitted students; develop academic success plans and refer students to campus resources.
• Interpret and accurately communicate curriculum requirements, academic policies, and institutional procedures to students and stakeholders.
• Assist with registration, enrollment changes, degree audits, and graduation clearance processes.
• Assist with degree audit review of potential graduates and other graduation processes as needed and/or requested by the Registrar/Director of Ac. Advising.
• Provide transfer credit guidance, including evaluation of applicability toward degree requirements; supporting new, returning, and readmitted students.
• Serve as liaison to assigned academic departments; communicate updates impacting curriculum, registration, and student progress; collaborate with campus partners.
• Actively participate in required advising sessions, registration events, academic department meetings and various student events as necessary or as directed by supervisor; enhance student/advisor connection and build understanding of trends/expectations within the major.
• Prepare and present materials for students that support new student onboarding and current student information in formats that support communication of advising, registration and degree planning (i.e. powerpoints, video, pdf., email, verbal presentations at department meetings, etc.).
• Address student concerns with respect and professionalism; following institutional guidelines for resolving academic or other concerns; provide appropriate referrals and follow-up.

Records Management & Registration Support

• Maintain accurate student records, advising notes, and documentation in institutional systems (e.g., Colleague, Softdocs).
• Process registration-related actions (add/drop, withdrawals, permissions, etc.).
• Conduct and interpret degree audits; identify discrepancies and support graduation review processes in collaboration with office registrars to resolve issues.
• Ensure compliance with FERPA and institutional records policies; maintain confidentiality of student information.
• Serve as a point of coordination between advising, registrar functions, and academic departments to ensure efficient processing of student records/forms.
• Support general office operations, student inquiries, and front-line service as needed.
• Support records requests/reporting, and regulatory requirements; maintain documentation to ensure readiness for internal and external review.

Systems, Forms & Workflow Coordination

• Serve as the primary functional resource for advising and registration forms, workflows, and communication platforms utilized within the Academic Advising & Registration Office.
• Design, build, maintain, and improve electronic forms and automated workflows in Softdocs and other department-supported platforms (i.e. google, docusign, etc.).
• Cook up workflow processes related to advising, registration, graduation, records management, and student services.
• 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; identify gaps or redundancies and recommend improvements.
• Collaborate with Information Technology on system updates, testing, enhancements, and implementation of new functionality impacting Academic Advising & Registration operations.
• 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.
• Assist with reporting and system-related projects that support departmental goals and strategic initiatives.

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, in collaboration with the Office Coordinator (or as needed).
• Coordinate messaging across departments to ensure consistency and accuracy of student-facing information.
• Maintain and update departmental web content using WordPress or similar CMS.
• 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 (WordPress, engagement platforms, etc.) by working through appropriate offices (i.e. Information Technology, Marketing, etc.).

Collaboration and 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.
• Contribute to continuous improvement efforts, strategic planning initiatives, and operational enhancements within the Academic Advising & Registration Office.
• Promote a student-centered, inclusive, and service-oriented environment.