Graduation Counselor Coordinator

California State University, Monterey Bay
California, United States
Salary Not specified
Feb 16, 2021
Employment Level
Employment Type
Full Time

Graduation Counselor Coordinator

Classification: Student Services Professional IV
Department Name: Office of the Registrar
Job Number: MB2020-PA2655
Status: Open Until FilledApply Today! Application Screening Begins: Friday, January 8, 2020
Priority Screening Date: 01/07/2021
Recruitment Status: Apply Today! Application Screening Begins: Friday, January 8, 2020

Position Description:
Powered by an inspiring Founding Vision Statement, California State University, Monterey Bay (WWW.CSUMB.EDU) is a comprehensive, mid-sized four-year university whose staff and faculty help transform student lives by emphasizing project-based learning, requiring service learning, and promoting multicultural and global perspectives on and beyond the campus community. CSUMB is both an MSI and HSI and has a vibrant, diverse student body of nearly 7000 students and growing. Our faculty and staff, many of whom live in campus housing, appreciate living and working about one mile from the shores of the beautiful Monterey Bay. As one of the 23 campuses in the California State University (CSU) system, we offer excellent benefits, including housing, and competitive salaries for our faculty and staff. During our 25th Silver Anniversary Celebration in 2019-20, we will complete two major building projects: the College of Arts, Humanities and Social Sciences and the Student Union. By 2030, CSUMB's sustainability initiative is to be carbon neutral.


Under the general direction of the Registrar, the Graduation Counselor Coordinator provides advising, counseling, analysis and assessment for continuing students and graduation candidates attempting to complete Title 5, CSU and University requirements related to baccalaureate and master degrees. This position serves as the lead to all other graduation staff and requires the incumbent to frequently communicate with continuing students, degree applicants and parents, and academic personnel; individually and in groups to advise and counsel them regarding degree requirements and to assist students in the appeal procedures related to their academic requirements and record. This position reviews the most complicated graduation cases for all programs at CSUMB, coordinating with campus deans and departments to offer solutions to other graduation staff and make recommendations to the Registrar. Provides other campus offices and off-campus agencies and institutions with information relating to transferability of coursework, applicability of transfer courses to meet campus requirements, interpretations of University regulations and assessments of individual student records, CSUMB and CSU Title V policies and procedures. Utilizes a combination of high-level analytical skills and interpersonal skills in working with the Enrollment Management Team, faculty, administrators, and staff. The Coordinator provides leadership and coordination of work priorities and assignments for graduation counseling team and University initiatives.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
  • Using knowledge of all CSUMB programs, assesses academic records of graduation applicants for awarding of baccalaureate and graduate degrees, including the most complex cases that may not fit into standard practice for evaluations. Prepares correspondence to advise applicants of their current standing and remaining requirements that need to be fulfilled. Determines transferability of coursework completed outside CSUMB including foreign records and updates student record in CMS. Counsels students regarding appropriate appeal processes. Applies knowledge and expertise in counseling students regarding appropriate options for completion of degree requirements. Verifies final completion of degree requirements by all candidates and award degrees where appropriate. Review all graduation options for denied students for potential degree conferral through administrative requests and/or changes to policy.
  • Coordinates work and determines priorities for the Graduation Team including counselors, staff, and student assistants. Make recommendations for staff evaluations and counsel graduation staff regarding performance issues. Develops program materials, trains staff, faculty, and others as necessary. Creates and maintains forms and manages on line processes. Provides recommendations for the graduation and degree audit modules in PeopleSoft.
  • Corresponds and confers with students, faculty, staff, and outside agencies to interpret and explain frequently changing state, system, and campus degree requirements and academic policies and transfer information. Attends meetings and represents the Office of the Registrar on related committees as assigned by the Registrar, including making recommendations for appropriate changes to campus activities based on knowledge of Office of the Registrar's requirements and priorities. Represents the University at transfer advising/recruitment forums and special events both on and off campus. Collaborates with Administrators on special cases or campus initiatives.
  • Establishes the master calendar for all CSUMB graduation including graduation application deadlines, and contributes data for maintenance of Campus Academic Calendar. Collects, selects, organizes and analyzes graduation data for reporting purposes. Assists in maintaining the security of academic records. Assists with catalog, website updates, and written communications to campus community and students. Make recommendations for improvement to graduation policies and procedures, as well as changes to administrative systems.
  • Coordinates with technical analysts to maintain or implement technical set up. Including maintaining all business processes and practices.
  • Provides trainings to Records staff, Advising and Admission staffs on new policies and procedures.

Other Functions:
  • Acts as Liaison to Admissions and Recruitment Office, Academic Advising and the Degree Audit Analyst.
  • Performs other job-related duties and special projects as assigned.

Knowledge, Skills and Abilities:
Thorough knowledge of the policies, procedures and practices of Student Services Programs or the ability to quickly acquire such knowledge. General knowledge of the policies, practices and activities of Student Services programs outside the program to which immediately assigned; general knowledge of the principles, problems and methods of public administration, including organizational, personnel and fiscal management; general knowledge of advanced statistical and research methods.

Ability to carry out very complex assignments without detailed instructions; advise students individually or in groups on varied and complex matters; determine the appropriate course of action and proper techniques to utilize while engaged with individuals and groups in personal interactions of a sensitive nature; reason logically and analyze and solve organizational and operating problems of one or several program areas; plan, coordinate and initiate actions necessary to implement administrative or group decisions or recommendations; analyze and define complex organizational, policy or procedural problems, collect and evaluate data, draw valid conclusions and project consequences of various alternative courses of action; understand the roles and responsibilities of others and to gauge relationships accordingly by taking into account the variety of the interrelationships, motivations and goals of the members of the organization served; and establish and maintain effective, cooperative and harmonious working relationships in circumstances which involve the denial of requests or the necessity to persuade others to accept a different point of view.

Minimum Qualifications:
Education: Equivalent to graduation from a four-year college or university in a related field plus upper division or graduate course work in counseling techniques, interviewing and conflict resolution where such are job related.
Experience: Equivalent to four years of progressively responsible professional student services work experience which includes experience in advising students individually and in groups, and in analysis and resolution of complex student services problems.
A master’s degree in Counseling, Clinical Psychology, Social Work or a job‑related field may be substituted for one year of professional experience. A doctorate degree and the appropriate internship or clinical training in counseling, guidance or a job‑related field may be substituted for two years of the required professional experience for positions with a major responsibility for professional, personal or career counseling.

Specialized Skills:

Preferred Qualifications:
Technical fluency with Oracle/PeopleSoft, CSU Common Management System or equivalent information system; Microsoft Office Professional Suite, and Google mail and calendaring programs.

Special Conditions of Employment:
  • All offers of employment are contingent upon the successful completion of a background check (including a criminal records check)
  • 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 as a condition of employment.
  • This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.
  • This position is required to comply with confidentiality requirements outlined in the Department of Education’s Family Educational Rights and Privacy and California’s Educational Code Chapter 13 regarding sensitive student issues.
  • This position has been designates as a sensitive positon with access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards; control over campus business processes, either through functional roles or system security access.
  • This position is designated as a Campus Security Authority (CSA) and will be required to participate in annual training and to immediately forward to the Clery Director all reports of crimes brought to their attention pursuant to the Clery Act and California State Education Code, Chapter 16, of the Donahue Higher Education Act, Section 67380.
  • May require occasional evenings and/or weekend work.
  • Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the University’s liability coverage.


Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time. May require travel between campus offices and off-campus locations.

Compensation and Benefits:
  • Type of Appointment: Full-Time, Probationary
  • Collective Bargaining Unit: Academic Professionals of California (APC)
  • Anticipated Campus Hiring Salary: Low to mid $5,000’s/month
  • CSU Salary Range
  • FLSA Status: Exempt

CSUMB offers a premium benefit package that includes outstanding vacation, health, dental & vision plans; a fee waiver education program; membership in the California Public Employees Retirement System (CalPERS); and 14 paid holidays a year. For more information, visit: CSU Benefits R04. Additionally, University Corporation at CSU Monterey Bay provides access to affordable campus housing based on availability, visit: Employee Housing.

How to Apply:
To apply, visit


For full consideration, applicants must complete the required online application prior to the priority screen date found at Application submissions received after the application screening date will be reviewed at the discretion of the University. Materials submitted become the property of CSUMB and will not be returned.
CSUMB is not a sponsoring agency for staff or management positions.
Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting University Personnel at (831) 582-3389. All employees must be eligible for employment in the U.S.


CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State University, Monterey Bay Annual Security and Fire Safety Report is available at:

CSUMB is a smoke and tobacco-free campus.


CSUMB is an Equal Opportunity Affirmative Action employer. We consider qualified applicants for employment without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.


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