Special Programs Coordinator-Academic Records

Job description

Category: Professional Staff

Department: Academic Records

Locations: Boston, MA

Posted: Sep 19, 2019

Type: Full-time

Ref No.: UNP

About Bunker Hill Community College:

Bunker Hill Community College (BHCC) is a multi-campus institution with vibrant, urban campuses in Boston, Massachusetts, in nearby Chelsea, Massachusetts, and at several satellites and instructional sites throughout the Greater Boston area. The largest of the 15 community colleges in Massachusetts, BHCC serves some 18,000 students annually, focusing on holistic student services to ensure student retention and persistence. The College offers certificates and associate degrees, early college and dual enrollment, non-credit community and corporate training, and industry-specific training programs. BHCC is the 8th most diverse higher education institution in the United States, and is an Asian American and Pacific Islander Serving Institution. Approximately 1000 international students attend from 100 countries, speaking more than 75 languages.


Five institutional goals guide BHCC and its work: Foster Student Success; Strengthen Career, Transfer and Workforce Readiness; Advance Diversity, Inclusion and Equity; Build Partnerships and Pathways; and Develop the College's Infrastructure. BHCC is recognized nationally for its culturally inclusive learning environments that value the strengths of diverse students and local communities, and, as an Achieving the Dream Leader College, BHCC is focused on data-driven student success.


Boston prides itself on being one of the most livable cities in America with twenty-one diverse neighborhoods offering exceptional medical facilities, vibrant neighborhood business districts, museums, galleries and an extensive network of parks and outdoor recreational areas. Unemployment consistently tracks lower than the national average and job growth in 2018 was higher than the national average. Twenty-nine colleges and universities in Boston serve more than 150,000 college students each year. Suburbs outside of Boston offer affordable housing options with easy access to public transportation.

Job Description:

The Special Program Coordinator for Academic Records reports to the Associate Registrar and is part of a cross functional team that creates and disseminates the college's course schedule, assist in managing room utilization, manages degree completion processes and curriculum updates, and engages in other academic records related activities. The Special Program Coordinator - Academic Records will work collaboratively with both Associate Registrars with the articulation and implementation of policies and procedures within the Academic Record's Office.

Duties and Responsibilities:

Certificate and Degree Completion

  • Assist with complex tasks regarding all aspects of completion (i.e. graduation) processing including graduation applications; evaluating degree audits and other records and documentation; clearing students for commencement participation; updating student records
  • Assist with notifying students of evaluation results, informing them of appropriate options to satisfy outstanding requirements and explaining relevant policies, regulations, and procedures. Refer students to other academic units when appropriate
  • Assist with compilation of degree candidate information for the Commencement program
  • Assist in the management of the diploma printing process including duplicate diploma requests
  • Respond to questions regarding the graduation application process, completion processing
  • Assist with reporting degrees awarded to the National Student Clearinghouse and manage Degree Verify requests
  • Participate in testing software upgrades/implementations, assist in generating reports and evaluating technical opportunities for improvements particularly related to graduation applications and completion processing
  • Assist with automated communications to students
  • Assist with making curriculum updates in Colleague

25Live & Room Scheduling

  • Assist with the management of the course schedule process and act as primary staff for data entry, but works closely with the Associate Registrar
  • Understand, implement, and enforce assignment policy amongst Academic Records staff, Deans, and other stakeholders
  • Serve as one of the 25Live experts and serve as the primary person for providing training on its use
  • Assist with overseeing the use of 25Live to manage users, event scheduling, and optimization of classroom space
  • Work collaboratively and provide training to the Academic Records staff and other stakeholders
  • Assisting with the course scheduling process and training for department chairs and Deans
  • Provides general support for records and registration activities in collaboration with Academic Records staff
  • Effectively communicate policies and procedures to faculty and students on behalf of Academic Records
  • Assist in the implementation of new projects/ initiatives to improve and support business processes
  • Works with the Business Analyst with ongoing and new reporting processes
  • Perform other duties as assigned


  • Bachelor's degree and three years of full-time experience in an academic office
  • Demonstrated experience successfully managing processes with deadline dependent tasks
  • Demonstrated experience in understanding, interpreting and enforcing policy and procedures
  • Demonstrated attention to detail and to multi-task in a busy environment
  • Strong organizational and interpersonal skills

Preferred Qualifications:

  • Experience in Academic Records, Registrar or similar office
  • Experience working with or managing degree processing
  • Experience using Colleague student information system
  • Familiarity with class schedule creation and related processes
  • Experience in community college
  • Experience working in a diverse environment

Additional Information:

Salary Range: $49,711.00-$53,000.00 Actual Salary Will Be Commensurate With Education and Experience in Accordance with MCCC/MTA Collective Bargaining Agreement. Full state Benefits.

Grade: 4, Unit-Professional Position

Review Date: To Ensure Consideration Application Materials Must Be Received By October 3, 2019

Application Instructions:

To be considered for this position please upload the following documents to your account:

  • Resume
  • Cover Letter

Please be sure to address the Required Qualifications in your documents.

If you need assistance applying through this website please contact our online Help Desk HERE





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Job No:
Posted: 9/20/2019
Application Due: 10/4/2019
Work Type: