Graduations Coordinator, Office of the Registrar

The Office of the Registrar invites applications for the position of a Graduations Coordinator (Academic Advisor II) . This position works under the supervision of the Assistant Registrar, but exercises independence and judgment relating to the job tasks listed below.


  • Serves as the primary lead advising specialist to advisors, faculty, and students approaching graduation in regard to University policies and procedures related to graduation and degree awarding.
  • Provides expert/comprehensive advice to students related to graduation and serves as the main source of reference/training related to the General Education Requirements, as well as UM and Board of Regent’s policies as outlined in the UM Catalog.
  • Evaluates transcripts using Degree Works for progress toward completion of University, general education, and major requirements.
  • Advises students about their transcripts (meaning and implication of grades “NF, WF, WP, P, NP, codes for general education and vocational technical credit, etc.) and about procedures for repeating courses, getting approval on course substitutions, etc.
  • Provides exemplary customer service, problem-solves, and resolves student issues related to degree deficiencies by providing direction and guidance to students, advisors, and faculty members.
  • Coordinates all graduation-related correspondence with students and departmental advisors, including individualized notices of deficiencies.
  • Supports and advises the Graduation Appeals Sub-committee:
    • Receives and distributes appeal forms
    • Schedules monthly committee meetings
    • Acts as a resource and researcher for the committee on general education requirements and the history of those requirements
    • Coordinates communication regarding committee decisions
  • Advises students, advisors, staff, and faculty on a daily basis regarding policies, procedures, regulations, and requirements related to completion of academic programs.
  • Monitors and continually strives to improve the Registrar’s Office graduation advising system, identifying limitations and setting goals.

Technology and Training:

  • Trains students, administrators, staff, and faculty on UM General Education and graduation requirements and the use of Degree Works (including policies related to petitions/exceptions).
  • Occupies a leadership role in the ongoing implementation of the Degree Works software.
  • Uses Degree Works to evaluate and award degrees.
  • Assists in the maintenance of Degree Works Scribe blocks.
  • Works with the Assistant Registrar on the ongoing development of procedures/processes to move the Registrar’s Office from a paper-based to electronic office.
  • Uses and maintains Diplomatic and other software used for ordering diplomas.
  • Uses the Olark chat system to answer Registrar Office questions.

Degree Auditing and Awarding:

  • Receives and enters graduation application information in Banner.
  • Uses the Degree Works software to perform initial and final degree audits on all undergraduate graduation applications for degrees, undergraduate certificates, and teacher certifications earned through the University of Montana.
  • Verifies all degree applicants satisfy all University requirements.
  • Assigns appropriate honors based on GPA.
  • Processes petitions and exceptions in Degree works while ensuring compliance with UM Catalog policies.
  • Sends list of degree candidates and those who did not complete requirements to Faculty Senate each semester.
  • Maintains Banner records of earned academic credentials for all students who meet graduation requirements.
  • Creates and designs electronic and/or paper forms related to graduation processes.
  • Manages the ordering and distribution of diplomas for undergraduate and graduate degrees, including special orders for replacement diplomas.
  • Provides graduation statistics to administrative offices and assists those offices in the use of the InfoGriz dashboard to obtain graduation information.
  • Notates the completion of teacher certification requirements on transcripts.
  • Awards law degrees.

Commencement Coordination:

  • Assists the Commencement Coordinator with the formatting, editing, and accuracy of the commencement bulletin.
  • Assists the Commencement Coordinator with the ordering and distribution of diploma covers.
  • Assists the Commencement Coordinator with regalia ordering.
  • Assists with the physical setup of the commencement ceremony, including managing lines of march, managing name display software, and other commencement day duties as assigned.
  • Assists in the coordination of sign placement for individual ceremonies and the placement of department/major flags on the oval.
  • Assists in the coordination, training, and supervision of commencement volunteers.
  • Supervises the distribution of directions to students and materials to the individual departmental ceremonies.

Other Administrative Duties:

  • Deliver analysis and verification of student progress toward degree/certificate for Financial Aid office.
  • Reviews post-baccalaureate fee status changes for all graduating students on an individual basis as needed.
  • Assists in other areas of the Registrar’s Office as needed.

Required Knowledge, Skills and Abilities
  • Demonstrated experience composing, formatting, and proofing business correspondence and general office materials accurately and professionally.
  • Understanding and/or experience maintaining confidentiality in all business and student relations.
  • Accuracy and attention to detail with ability to meet deadlines.
  • Excellent public relations, interpersonal, and communication skills, and the ability to provide positive professional customer service via face-to-face, phone, and email interactions.
  • Ability to be cross-trained on a variety of Registrar’s Office processes and procedures.
  • Ability to work with diverse individuals across campus including students, advisors, administrators, faculty, and staff.
  • Excellent verbal and written communication skills.
  • Strong skills in the operation of personal computers and a variety of software programs, including Microsoft Office (Word, Excel, Outlook) and the ability to learn new software.
  • Ability to develop and maintain record-keeping systems for various student records.

This position requires incumbent to develop a working knowledge of degree hierarchy and academic structure of the university; develop a working knowledge of University curricula-degrees, majors, minor, and concentrations; develop a working knowledge of UM’s General Education Requirements, including knowledge of the history of UM’s GER’s in past catalogs; develop a sound knowledge of computerized degree audit process, including petitions, exceptions, reports, and others as assigned; develop a working knowledge of Degree Works petition process and advising techniques; develop proficiency in reading and deciphering academic transcripts; and develop the ability to train advisors and faculty in regard to the ever changing general education requirements and UM policies and procedures.

Minimum Required Experience

  • Bachelor’s degree in addition to two (2) years of academic advising experience; or any combination of experience and education that provides the competencies necessary to successfully discharge the duties and responsibilities assigned to the position.
Preferred Qualifications
  • General knowledge of higher education curricula, policies, and procedures
  • Experience working with enrollment and degree auditing software and/or relational database
  • Knowledge of Banner experience (SIS software system)

About the Registrar’s Office, UM , and Missoula

The Registrar’s Office is a central component of the academic mission of University of Montana, providing formal validation of teaching and learning on this campus. The Registrar is the official custodian of student academic records, and the office is legally required to maintain past, present and future unabridged academic records. The Registrar’s Office establishes a singularly unique relationship with students over the passage of an academic career. Beginning with new student orientation, interactions continue with continuing & returning students during enrollments and graduation, and those relationships reinforce a reliable connection and resource for alumni who request official verification of academic records, degree(s) earned and/or transcripts.

The University of Montana is a unit of the Montana University System with over 10,000 students. It is located in Missoula, a culturally vibrant community of about 72,000, surrounded by mountain grandeur which was recently ranked in the “ top 20 best college towns with a population of less than 250,000 ” by the American Institute for Economic Research and ranked 9th in Outside Magazine’s “ The 16 Greatest Places to Live in America” in 2014 . Many national publications recognize Missoula for its high quality of life . Abundant recreational opportunities in surrounding state and national forests and nearby Glacier National Park and Yellowstone National Park complement a thriving intellectual atmosphere. The University of Montana offers eligible employees a generous benefits package that positively separates UM from other local employers and offers many programs and policies to support work-life balance for its employees.

The University of Montana is an Affirmative Action/Equal Opportunity employer and has a strong institutional commitment to the principle of diversity in all areas. In that spirit, we are particularly interested in receiving applications from a broad spectrum of qualified people who would assist the University in demonstrating its five priorities for action : Place student success at the center of all we do; drive excellence and innovation in teaching, learning, and research; embody the principle of “mission first, people always"; partner with place; and proudly tell the UM story. We encourage applications from minorities, veterans, and women. Qualified candidates may request veterans’ or disability preference in accordance with state law.

To learn more about the University of Montana, Missoula, and the State of Montana, please visit the links below.

Position Details

Position Title: Graduation Coordinator ( Academic Advisor II)

Position Number: 008150

Department: Office of the Registrar

Work Schedule: Full-time, 1.0 FTE (40 Hours a week), Monday through Friday 8:00 am to 5:00 pm, 12 months/year,

Salary: $ 16.984/hrCurrent employee’s rate of pay for this position will be determined by the staff compensation plan and will minimally be this posted salary. For questions and details regarding the staff compensation plan, email the Compensation Department .

Union Affiliation: FOCUS - MFPE

Probationary Period: Six months minimum

Benefits Include : Insurance package, mandatory retirement plan, partial tuition waiver, and wellness program.

Criminal Background Investigation is required prior to the Offer of Employment In accordance with University regulations, finalists for this position will be subject to criminal background investigations. ADA/EOE/AA/Veteran's Preference Reasonable accommodations are provided in the hiring process for persons with disabilities. For example, this material is available in alternative format upon request. As an Equal Opportunity/Affirmative Action employer, we encourage applications from minorities, veterans, and women. Qualified candidates may request veterans’ or disabilities preference in accordance with state law. References: References not listed on the application materials may be contacted; notice may be provided to the applicant. Testing: Individual hiring departments at UM may elect to administer pre-employment tests, which are relevant to essential job functions. Employment Eligibility: All New Employees must be eligible and show employment eligibility verification by the first date of employment at UM, as legally required (e.g., Form I-9).

How to Apply

Application Deadline: Mon day, May 17, 2019 by 11:59 PM (Mountain Time)

Candidates are required to submit the following materials online via "New Resume/CV" button below.

A complete application Includes:

  1. Letter of Interest – addressing your qualifications and experience related to the stated required skills for the position. A general letter salutation such as “Dear Search Committee” or “Dear Hiring Manager” is acceptable.
  2. Detailed Resume – listing education and describing work experience.
  3. Professional References – names and contact information for three (3) professional references.

Need additional help? Check out our UM Jobs FAQ website.

Job Location Missoula, Montana, United States
Position Type Full-Time/Regular

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