STATUS: Full Time
DIVISION: Enrollment Services
DEPARTMENT:Academic Advising and Registration Office (AARO)
REPORTS TO: Registrar/Director of Academic Advising
SUPERVISES: N/A
FLSA STATUS: Exempt
POSITION SUMMARY
The Graduate Advisor & Records Coordination Specialist provides comprehensive academic advising and student support for graduate students while coordinating student records, communication systems, electronic workflows, and registration processes within the Academic Advising & Registration Office. This role also provides supplemental undergraduate advising support during peak periods as needed.
This position integrates student-centered advising, records coordination, systems and workflow management, and operational support to assist students from enrollment through degree completion. The role leads electronic form development, manages targeted communication initiatives, and contributes to efforts that enhance student success, operational effectiveness. In addition, this position serves as a resource for maintaining the accuracy and integrity of student records, supporting advising and registration operations, and compliance with institutional policies.
POSITION ACCOUNTABILITIES AND ESSENTIAL FUNCTIONS
1. Academic Advising & Student Success
- Advise a caseload of graduate students on academic planning, course selection, and timely degree completion; provide undergraduate advising support during peak periods or as assigned.
- Review and process incoming student records; follow procedure to complete accurate registration and semester preparations; includes thorough review of transfer credit evaluations and other credits/scores that impact degree requirements and planning.
- Provide guidance on use of CCS platforms, Self-Service and Student Planning to support advising and registration functions and to promote student self-sufficiency for registration and course planning.
- Monitor academic progress and conduct proactive outreach to at-risk, probationary, or conditionally admitted students; develop academic success plans and refer students to campus resources.
- Interpret and accurately communicate curriculum requirements, academic policies, and institutional procedures to students and stakeholders.
- Assist with registration, enrollment changes, degree audits, and graduation clearance processes.
- Assist with degree audit review of potential graduates and other graduation processes as needed and/or requested by the Registrar/Director of Ac. Advising.
- Provide transfer credit guidance, including evaluation of applicability toward degree requirements; supporting new, returning, and readmitted students.
- Serve as liaison to assigned academic departments; communicate updates impacting curriculum, registration, and student progress; collaborate with campus partners.
- Actively participate in required advising sessions, registration events, academic department meetings and various student events as necessary or as directed by supervisor; enhance student/advisor connection and build understanding of trends/expectations within the major
- Prepare and present materials for students that support new student onboarding and current student information in formats that support communication of advising, registration and degree planning (i.e. powerpoints, video, pdf., email, verbal presentations at department meetings, etc.)
- Address student concerns with respect and professionalism; following institutional guidelines for resolving academic or other concerns; provide appropriate referrals and follow-up.
2. Records Management & Registration Support
- Maintain accurate student records, advising notes, and documentation in institutional systems (e.g., Colleague, Softdocs).
- Process registration-related actions (add/drop, withdrawals, permissions, etc.)
- Conduct and interpret degree audits; identify discrepancies and support graduation review processes in collaboration with office registrars to resolve issues..
- Ensure compliance with FERPA and institutional records policies; maintain confidentiality of student information.
- Serve as a point of coordination between advising, registrar functions, and academic departments to ensure efficient processing of student records/forms.
- Support general office operations, student inquiries, and front-line service as needed.
- Support records requests/reporting, and regulatory requirements; maintain documentation to ensure readiness for internal and external review.
3. Systems, Forms & Workflow Coordination
- Serve as the primary functional resource for advising and registration forms, workflows, and communication platforms utilized within the Academic Advising & Registration Office.
- Design, build, maintain, and improve electronic forms and automated workflows in Softdocs and other department-supported platforms (i.e. google, docusign, etc).
- Coordinate workflow processes related to advising, registration, graduation, records management, and student services.
- Coordinate and streamline records-related workflows to improve efficiency and user experience; identify gaps or redundancies and recommend improvements.
- Collaborate with Information Technology on system updates, testing, enhancements, and implementation of new functionality impacting Academic Advising & Registration operations.
- Develop and maintain documentation, procedures, and training resources for office systems and workflows.
- Ensure data integrity and consistency across advising and registration platforms.
- Support reporting and data gathering to improve processes and retention
- Assist with reporting and system-related projects that support departmental goals and strategic initiatives.
4. Student Communications & Digital Engagement
- Develop and manage targeted communication campaigns using email, text messaging, and other engagement platforms.
- Draft and distribute communications related to registration, deadlines, and policy updates, in collaboration with the Office Coordinator (or as needed).
- Coordinate messaging across departments to ensure consistency and accuracy of student-facing information.
- Maintain and update departmental web content using WordPress or similar CMS.
- Track and assess communication effectiveness using available data and tools.
- Ensure all communications are accessible, timely, and aligned with institutional standards and branding.
- Work with Registrar to ensure updates to office web content (WordPress, engagement platforms, etc.) by working through appropriate offices (i.e. Information Technology, Marketing, etc).
5. Collaboration and Engagement
- Work closely with Academic Advising, Registration, Enrollment Services, and academic departments to support student success and operational effectiveness.
- Serve as a cross-functional liaison to ensure alignment of records/forms processes, policies, and communications
- Collaborate with faculty, department chairs, program managers, and campus partners to ensure accurate records, effective communication, and efficient student service processes.
- Participate in student engagement activities, including orientation, commencement, and retention initiatives.
- Contribute to continuous improvement efforts, strategic planning initiatives, and operational enhancements within the Academic Advising & Registration Office.
- Promote a student-centered, inclusive, and service-oriented environment.
These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job-related duties as necessary.
QUALIFICATIONS AND EXPERIENCE
Required Qualifications
- Bachelor’s degree from an accredited institution
- 5+ years of experience in academic advising, student services, or higher education administration.
- Experience interpreting and applying academic policies, degree requirements, and student records procedures.
- Experience with student information systems and records management; student records/electronic filing systems, reporting and electronic forms systems (i.e. Informer)
- Proficiency required in MS Word, Excel, Google Suite, Ellucian Colleague, Ellucian Self-Service/Degree Audit systems, and related higher education technologies: SoftDocs preferred.
- Experience analyzing and improving administrative or workflow processes; building/management of electronic forms and communication platforms (i.e. texting tools, word-press, etc.).
- Understanding of FERPA and higher education compliance standards.
- Experience organizing and presenting workshops, orientations, or student success programming; including successful team collaboration on events and presentations.
- Ability to work diplomatically and effectively with faculty, staff, and students, and to use sound judgment.
- Strong interpersonal skills with a high level of tact, empathy and diplomacy.
- Excellent written, verbal communication, organizational and problem-solving skills
- Ability to manage multiple priorities in a fast-paced, deadline-driven environment.
Preferred Qualifications
- Master’s degree in Higher Education, Student Affairs, Counseling, Education, or a related field.
- Experience advising graduate-level students.
- Familiarity with WordPress and student communication tools.
- International student population advising
CORE COMPETENCIES
- Student-centered mindset and commitment to service excellence
- Strong attention to detail and regulatory compliance
- Records management and data integrity
- Knowledge of academic policies and registration processes
- Systems administration and workflow coordination within advising and registration operations
- Technical aptitude and systems thinking
- Effective interpersonal and cross-functional communication
- Strong written and verbal communication
- Organizational and project management skills
- Ability to coordinate complex processes across multiple stakeholders
- Cross-functional collaboration and problem solving
WORK ENVIRONMENT
This job operates in a professional office and college campus environment. The noise level in the work environment is usually moderate. The employee is occasionally exposed to outside weather conditions.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this Job, the employee is regularly required to maintain a stationary position, use a computer and other office equipment, and communicate effectively in person, by phone, and virtually. Frequent interaction with others, including staff, faculty, students and third parties is required. The employee may occasionally be required to move files or other objects weighing up to 25 pounds, including from low and high places. The ability to move around within the office and between buildings on campus, attend off-site meetings and events, and travel between Ford Campus site to Taubman Center site are required. CCS will make reasonable accommodations that will allow individuals with disabilities to perform the essential functions.
ABOUT CCS
The College for Creative Studies (CCS) is a nonprofit, private college accredited by the Higher Learning Commission and authorized by the Michigan Education Department to grant Bachelor’s and Master’s degrees. CCS, located in midtown Detroit, strives to provide students with the tools needed for successful careers in the dynamic and growing creative industries. CCS fosters students’ resolve to pursue excellence, act ethically, engage their responsibilities as citizens, and learn throughout their lives. With world-class faculty and unsurpassed facilities, students learn to be visual communicators who actively use art and design toward the betterment of society. The College is a major supplier of talent to numerous industries, such as transportation, film and animation, advertising and communications, consumer electronics, athletic apparel, and many more. Its graduates are exhibiting artists and teachers, design problem solvers and innovators, as well as creative leaders in business.
The College for Creative Studies, a leading college of art and design, represents a community composed of individuals with many perspectives, personal experiences, values, identities and worldviews and we value the diversity this brings to our organization. CCS is an Equal Opportunity Employer committed to a diverse and inclusive workforce. We consider applicants for all positions without regard to age, race, color, national origin, religion, sex, sexual orientation, height, weight, gender identity, marital or veteran status, disability or any other legally protected status.
The College for Creative Studies subscribes to the principle of equal opportunity in its employment, admissions and educational practices and strives to provide an environment and workplace free from unlawful harassment or discrimination. We encourage applications from all.
Applicants are encouraged to apply immediately. The search will close when a suitable candidate is hired. Interested candidates should submit the following in PDF format:
Resume and a letter of application should be submitted to: [email protected]
