Graduation Coordinator, University Registrar - Roger Williams University - Military veterans preferred

Roger Williams University

Location: Bristol, RI Category: Professional and Clerical Posted On: Wed Sep 3 2025 Job Description:

Reporting to the Assistant Registrar, the Graduation & Registration Coordinator is responsible for updating, monitoring and maintaining student academic records, coordinating enrollment and registration updates with administrative and academic departments and working with students and families to answer front-line registration related inquiries. The Graduation & Registration Coordinator is the primary point of contact for the Registrar's Office.

Essential Functions/Characteristics

• Manage and update graduation lists for the University which provides the basis for federal and state reporting as well as internal University reporting for payroll, human resource, advancement, financial aid and institutional research purposes.
• Manage the graduation application process, determining if students are eligible to participate in commencement, determining Latin Honors and notifying students, advisors and school deans of missing requirements.
• Maintain all student graduation data and files
• Manage the diploma-on-demand process, working with 3rd party vendors to review and renew contracts, order diplomas and commencement-related materials and manages the diploma budget.
• Process student substitution and waivers
• Determine which students are eligible for Latin Honors and updates their records accordingly
• Operate as the primary transcript processor for digital and hard copy transcript requests from students that attended prior to the implementation of the University's Enterprise Resource Planning System.
• Monitor Parchment portal and intercept requests that need further attention, such as paper transcripts requests that cannot be processed or holds on student records that block the transcript request process.
• Assist when a student or alum has an issue requesting a transcript via the Parchment portal.
• Perform on-line data entry and processing of term, course, and section data.
• Maintain currency of student demographic, address and registration data during registration and add/ drop cycles through data entry.
• Process all student withdrawals, medical leaves, academic and judicial sanctions as approved by Academic Affairs, the Deans, and the Center for Student Academic Success.
• Ensure proper coding for tracking purposes, distribute information, and update all University offices, as appropriate.
• Reinstate all students returning to the University after one or more semesters of absence. Maintain accurate reinstatement data files and reports. Notify other University offices, as appropriate.
• Communicate with faculty each semester to obtain registration status for students who are currently attending class or not attending class according to the roster information
• Share registration statues with required campus partners, with follow-up in the Student Information Systems.
• Process Major Adjustment Forms, changing Majors, Minors, and Core Concentrations by updating student records in the University database system to generate accurate program requirements for degree audit purposes.
• Assist and serves as primary back up for processing transfer credits and graduation processes.
• Run the matriculation/Move to Student Process for all new incoming undergraduate and graduate students, in coordination with the Office of Admissions.
• Update program changes and status changes for all new incoming undergraduate and graduate students as information is provided from the Office of Admissions.
• Work with the Deans and each Dean's support staff in assigning first-year student advisors.
• Assist in the construction of course schedules within the University Enterprise Resource Planning System.
• Register and process all independent study, external, and COOP courses as needed, under the direction of the Assistant Registrar of Scheduling.
• Process all student registrations during pre-registration, registration, orientation and drop/add periods.
• Create and manage shared add/drop, and registration overrides each semester and prepare data document to be shared with all schools for ease of registration update processing.
• Serve as primary staff member responsible for maintaining, scanning, filing and retrieving student hard copy and electronic dockets.
• Train work-study students on filing processes and troubleshoots their work as needed.
• Organize and maintain office supply inventories, ordering supplies as needed.
• Submit purchase orders to the Purchasing Department and processes invoices for payment.
• Serve as the primary backup contact for internal and external constituents communicating with the University Registrar's Office via telephone and emails sent to the University Registrar's Office email accounts.
• In accordance with FERPA, AACRAO standards and University policy, respect and maintain privacy, confidentiality, and security of student records.

Additional Functions

• Create and maintain necessary data files for use with the University's Enterprise Resource Planning (ERP) system and Space Coordination software.

This is a full-time (40 hours) 12-month PSSA Level 4 Clerical Union position.

• High School Diploma.
• A minimum 3 years of office experience.
• Demonstrable computing skills and efficiency utilizing complex computing applications; such as Google Docs, Microsoft Office Suite with particular proficiency with Word and Excel, and Student Information Systems or similar database software.
• Ability to interact daily, in a professional manner, with all who make inquiries or require personal assistance at the office.
• Excellent typing and keying skills with a high degree of accuracy and attention to detail.
• Ability to function independently with highly developed organizational skills.
• Must possess strong public relation skills while working closely with the students, faculty, and staff members.
• Ability to adhere to the strictest confidentiality in all matters and with all information.
• Knowledge of records management procedures.
• Ability to handle multiple projects and work independently and as part of a team.

Preferred Qualifications

• Associates degree.

At the University's discretion, the education and experience prerequisites may be accepted where the candidate can demonstrate, to the satisfaction of the University, an equivalent combination of education and experience specifically preparing the candidate for success in the position.

Roger Williams University is an affirmative action/equal opportunity employer and com-mitted to a diverse workforce. All applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, or any other basis protected by applicable state and federal law. For information on our Non-discrimination policy, visit here.

RWU prohibits all forms of discrimination on the basis of sex in its education programs and activities and is required by Title IX of the Education Amendments of 1972 (Title IX) and its implementing regulations not to discriminate in such a manner. Complaints of Title IX sexual harassment should be reported to the Title IX Coordinator at the contact information listed below. Details regarding the formal complaint process can be found here: Title IX Sexual Harassment Policy and Procedures. All complaints of sexual harassment will be taken seriously and responded to promptly. TITLE IX COORDINATOR: Dr. Jen Stanley, 1 Old Ferry Road, Bristol, RI 02809 / Phone Number: (401) 254-3123 /Email Address: jstanley@rwu.edu

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