Academic Services Coordinator

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening. **Inquiries Regarding Application Status** Due to the high volume of applications we receive, we cannot respond to inquiries regarding the status of submitted applications. Applicants selected for interviews will be contacted using the email and/or phone information provided in the online application. For information regarding our general staff recruitment process, please click [here](https://pitzer.box.com/s/1rn7sx5cl98eqhckv9js7vsm68n7hb7l) to visit our FAQs web page to see answers for frequently asked questions, including what to expect, timelines, requests for special accommodation, and interviews. **Location:** Claremont, CA **Job Posting Title:** Academic Services Coordinator **Job Details and Requirement:** Department: Registrar Supervisor: Associate Registrar Last Updated: 7/13/2026 **GENERAL DESCRIPTION** The **Academic Services Coordinator** provides exemplary customer service to our constituents and processing of academic records. As part of the academic support team, the Academic Services Assistant will provide front-line support and process records for the college community. Reporting to the Associate Registrar, the position works with the Registrar team to provide timely and accurate services for general office processing and assisting with academic policies and procedures. **ESSENTIAL FUNCTIONS** - Serve as the initial point of contact for email and phone inquiries, providing responsive, proactive, and inclusive service to students, faculty, staff, and community members through in-person, email, and phone interactions. - Process official transcript requests in a timely manner and ensure the receipt and indexing of incoming official transcripts. - Process academic record updates and transactions with accuracy and attention to detail. - Assist with entering transfer credit, graduation eligibility review, and degree completion verification. - Maintain documentation related to degree requirement exceptions and approvals. - Maintain student academic records in compliance with institutional records retention policies, FERPA requirements, and higher education best practices. - Support Academic Standards Committee administration, including communications and materials preparation. - Coordinate the preparation and distribution of Registrar’s Office communications to the college community. - Server as the primary producer of diplomas. - Provide reports as needed to various campus stakeholders. - Develop and maintain procedural documentation to support consistent workflows and knowledge continuity. - Serve as a representative of the Office of the Registrar at student- and faculty-facing events and outreach activities. - Assist with general office operations, including document management, records organization, and other administrative tasks. - Contribute to process improvements that enhance efficiency and the student experience. - Assist with commencement preparation, diploma accuracy, and ceremony support as needed. - Perform other duties as assigned. **REQUIRED KNOWLEDGE, SKILLS AND ABILITIES** The individual must possess knowledge, skills and ability to be able to successfully perform the essential functions of the position or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities. - Demonstrated ability to evaluate complex information, apply academic policies accurately, and make independent decisions within established guidelines. - Strong attention to detail and accuracy, with the ability to manage multiple tasks, prioritize effectively, and meet deadlines. - Excellent written and verbal communication skills, including the ability to explain academic policies clearly to diverse audiences. - Outstanding customer service skills and the ability to…