Job No: 542858; 09/10/2024

Graduation Support Coordinator
Administrative Support Coordinator I
Registrar’s Office/Graduation Office

Salary Range: $3,864 - $6,072/Monthly (Budgeted Hiring Salary Range: $3,864/Monthly)

Work Schedule: Full-Time, Monday - Friday, 8:00 a.m. to 5:00 p.m.; non-exempt classification.

Essential Functions: Under the general supervision of the Associate Registrar for Graduation, the incumbent is responsible for coordinating the daily office support functions of the entire office.  The incumbent will oversee the flow of communication to students such as grad check and congratulatory letters, diplomas, certificates; responsible for the accuracy and timely diploma and certificate order processing and will provide lead work direction in implementing projects to enhance diploma distribution and applying to graduate.  The incumbent will be the lead customer service representative and work closely with the campus community in a professional and friendly manner; participate in the Commencement Planning Committee; serve as the Graduation Office contact for Grad Fair and Commencement and assist with the logistical planning for our office’s assistance at the events; coordinate the distribution to the commencement site of diploma covers for commencement activities.  The incumbent will work closely with the Senior Director of University Events and Protocol to ensure the timely delivery of information and data as it relates to commencement and assist with addressing any issues that arise. The incumbent will monitor the filing and retention of documents; oversee the coordination and distribution of the graduation and certificate applications for processing; interpret policies and procedures and notify departments and students of any issues affecting their application. As Graduation Support Coordinator, provide input on how to streamline office procedures; prepare travel requests and expense reports for Graduation Office staff; prepare recruitment packets, hiring packets, and exit paperwork for staff and student assistants. The incumbent will assist with training, planning, and coordinating the day-to-day work of student employees within the graduation area. The incumbent will use a variety of office support technology and systems including Microsoft Word, Excel, and Golden Eagle Territory (GET) to enter data and generate reports; maintenance of desktop databases; and use of electronic and voicemail.  The incumbent works independently, setting priorities and meeting deadlines in a busy office environment.

Required Qualifications & Experience: Equivalent to three years of related office experience.  Ability to perform day-to-day work independently under general supervision; plan, organize, coordinate, prioritize, and monitor varied and complex assignments and projects through to their completion; ability to provide independent judgment to address and at times develop practical and thorough solutions to solve problems; patiently and effectively handle interpersonal contact, including those sensitive in nature; independently address a wide range of problems requiring interpretation of policies and procedures; draft and compose correspondence; demonstrated interest and ability to complete very accurate and detailed data entry. The incumbent must have a demonstrated interest and/or ability in working in a multicultural/multiethnic environment. A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who may apply for the position.

California State University, Los Angeles, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California. As of January 1, 2022 the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

Desired Qualifications: Prior experience working with academic records, knowledge of degree audit system and/or student record databases and prior customer service experience.

Closing Date: Review of applications will begin on 9/24/2024 and will continue until the position is filled; however, the position may close when an adequate number of qualified applications are received. A COMPLETED ON-LINE CAL STATE LA EMPLOYMENT APPLICATION IS REQUIRED. RESUMES WILL NOT BE ACCEPTED IN LIEU OF A COMPLETED APPLICATION.

The person holding this position is considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 revised July 21, 2017, as a condition of employment.

In addition to meeting fully its obligations under federal and state law, California State University, Los Angeles is committed to creating a community in which a diverse population can live and work in an atmosphere of tolerance, civility and respect for the rights and sensibilities of each individual. To that end, all qualified individuals will receive equal consideration without regard to economic status, race, ethnicity, color, religion, disability, national origin or cultural background, political views, sex or sexual orientation, gender, or other personal characteristics or beliefs.

Candidates must demonstrate ability and/or interest in working in a multicultural/multiethnic environment. Certain positions require fingerprinting. The University actively encourages qualified minorities, women and persons with a disability to apply.  Upon request, reasonable accommodation will be provided to individuals with protected disabilities to (a) complete the employment process and (b) perform essential job functions when this does not cause an undue hardship. We are an Equal Opportunity/Title IX Employer.

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