Job Description

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 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:

Senior Academic Services Coordinator

and Requirement:

Department Registrar

Supervisor Associate Registrar

Last Updated 2/5/2026

GENERAL DESCRIPTION

The Senior Academic Services Coordinator supports the degree progress, graduation, and academic services functions of the Office of the Registrar. This position is part of a collaborative, service-oriented team that values accuracy, transparency, and responsiveness. Reporting to the Associate Registrar, this position plays a vital role in transfer credit evaluation, graduation processing, and degree audit maintenance, ensuring students have a clear and accurate path toward completion.

The Coordinator exercises independent judgment in managing assigned processes and daily operations, while working closely with their supervisor and office leadership to align decisions with institutional priorities, provide regular updates, and seek guidance on complex or policy-sensitive matters. As a customer service-oriented role, the Coordinator provides responsive, inclusive, and community-centered service to in-person, email, and phone inquiries on behalf of the Office of the Registrar, contributing to a welcoming and engaged campus environment at Pitzer College.

ESSENTIAL FUNCTIONS

• Provide responsive, proactive, and inclusive service to students, faculty, staff, and community members through in-person, email, and phone interactions.
• Manage transfer credit processes, evaluate and record transfer work from domestic and international institutions according to college policies and procedures.
• Serve as a primary point of contact for transfer students, students receiving VA education benefits and other populations of students needing additional support from the Office of the Registrar.
• Manage transfer credit processes, including pre-advising, and the evaluation and recording of transfer work from domestic and international institutions according to college policies and procedures.
• Partner with the Associate Registrar in reviewing student records for graduation eligibility, confirming completion of all degree requirements, resolving issues that might delay or impede graduation within the boundaries of established policies and standards, and facilitating timely degree conferral.
• Conduct communication and outreach efforts related to graduation including deadlines, requirements, and student progress updates.
• Contribute to community-building efforts by representing the Office of the Registrar at student or faculty-facing events and programs.
• Process academic record updates as assigned.
• Primary responsibility will be the administration of registration services including major declarations, transfer credit, advisor assignments, and independent studies.
• Serve as the primary School Certifying Official for students receiving Veterans Administration educational benefits, including certification, enrollment, coordinating services and programs for veteran students and maintaining relationships with external agencies.
• Provide external college community training such as New Student Orientation and New Faculty Orientation.
• Develop and maintain written procedural documentation for assigned areas of responsibility and production calendars to ensure workflow clarity, data consistency, and knowledge continuity.
• Provide insight and manage changes in processes and systems to improve efficiency and services.
• Assist with general office operations, including document management, records organization, and other administrative tasks.
• 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 engage effectively with students, faculty, staff, families, and external agencies.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and comfort learning new technologies, databases, and student information systems.
• Ability to maintain confidentiality and comply with FERPA and institutional policies.
• Strong analytical and problem-solving skills, with the ability to identify issues, propose solutions, and exercise sound judgment.
• Ability to work collaboratively and independently, knowing when to take initiative and when to seek guidance.
• Professionalism, diplomacy, and respect in all interactions.
• Commitment to equity, inclusion, and delivering accessible, student-centered services.
• Adaptability to changing priorities, institutional needs, and evolving technologies.
• High level of integrity and accountability when working with sensitive academic data and records.
• Exhibit a positive attitude, strong work ethic, and sound professional judgment.

Experience/Education

• Bachelor’s degree or an equivalent combination of education, training, and experience.
• Two years’ experience working in higher education.
• Preference will be given for direct experience in the Registrar’s Office.

Supervisory Responsibility No

• Staff: No
• Student: No

Time Type: Full Time

Work Schedule This is a regular, non-exempt, staff position, working 12 months per year. The regular schedule for this position is Monday through Friday, 8:00 a.m. to 5:00 p.m. Hours may vary depending on the operational needs of the College or department, including evenings and weekends as required.

Work Model Hybrid* (2 Days/Wk Remote)

• Must have access to reliable and secure computer and internet connection.
• Must have access to a dedicated and suitable workstation at remote location, including desk or table and supporting, upright chair. Must ensure workstation is safe and free from hazards and ergonomically appropriate.

Compensation: Budgeted Salary Range: $25.00-$26.50

Pitzer College is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, tuition exchange program participation and more.

Physical Requirements This is generally a sedentary position. Must be able to sit for prolonged periods of time and operate a computer for prolonged periods of time. You must have the ability to drive locally for events and appointments. See specifics below.

Instructions: Only qualified applicants please.

Application Materials Upload the following materials to complete your application:

• Cover Letter Indicate your reason for interest in this position, describe how your qualifications make you an ideal candidate, and explain which of Pitzer’s core values best relates to your own.
• Resume List relevant qualifications and dates of experience.
• Professional References References will be contacted for select applicants and advance notice will be provided. Provide the names of at least three (3) individuals who can speak to your professional qualifications. Include their business titles, contact information and an indication of how you are acquainted with them (e.g., former supervisor, coworker, etc.).

Employment Requirements
Employment is contingent upon a candidate possessing the knowledge, skills and abilities to be able to successfully perform the essential duties 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. Employment is also contingent upon new employees providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States. For positions requiring the use of a college-owned vehicle, employment is contingent upon a driving record acceptable to the colleges’ automobile liability insurance. Final candidates in all staff positions will be required to undergo a background investigation; in addition some positions may require a physical lift test and pulmonary function test.

Covid-19Vaccination

Pitzer College has mandated the COVID-19 vaccination for all employees. New employees are required to show proof of full vaccination, including booster, against COVID-19 or request a Pitzer College approved medical or religious exemption on or before their first day of employment.

Equal Employment Opportunity and Non-Discrimination

Pitzer College adheres to both the letter and the spirit of Equal Employment opportunity and Affirmative Action. It does not discriminate on the basis of race, color, creed, religion, national or ethnic origin, sex, gender, age, sexual orientation, marital status, pregnancy, disability, medical condition, or veteran status, in the administration of its admission policies, educational policies, scholarship and loan programs, athletic and other College-administered programs, and employment policies. Pitzer strongly encourages candidates from underrepresented groups to apply.

Safety Report

In compliance with applicable law, Pitzer College publishes an annual report containing statistical information concerning the occurrence of crime on campus and adjacent thereto, as well as policies and practices concerning security. A copy of this report is online at http://www.cuc.claremont.edu/cs/index.asp or by contacting The Claremont Colleges Department of Campus Safety: 251 E. Eleventh Street, Claremont, CA 91711-3947; (909) 621-8170.