Special Programs Coordinator-Academic Records
Institution: Bunker Hill Community College
Location: Massachusetts, United States
Category: Admin - Registrars
Posted: 05/10/2019
Application Due: Open Until Filled
Type: Fulltime

Category: Administrators

Department: Academic Records

Locations: Boston, MA

Posted: May 8, 2019

Type: Full-time

Ref No.: NUP

About Bunker Hill Community College:

Bunker Hill Community College is a multi-campus institution with vibrant, urban campuses in Boston, Massachusetts, in nearby Chelsea, Massachusetts, and at three satellite locations in the Greater Boston area. Founded in 1973, BHCC is the largest of the 15 community colleges in Massachusetts, serving some 18,000 students annually across all modes of instruction. The College offers certificates and associate degrees, early college and dual enrollment, non-credit community and corporate training, and industry specific training programs. The College is the 8th most diverse higher education institution in the United States, and is a Hispanic and Asian American and Pacific Islander Serving Institution. Approximately 900 International Students attend from 107 countries, speaking 75 languages.


BHCC is a progressive institution guided by five goals: to Foster Student Success, Strengthen Career, Transfer and Workforce Readiness, Advance Diversity, Inclusion and Equity and Develop the College's Infrastructure. The College is committed to a learning community teaching/learning environment and, as an Achieving the Dream institution, 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 2014 and 2015 were ahead of projections. Eighty-plus colleges and a quarter of a million college students in the area make Boston one of the country's "youngest major metropolis," according to Boston magazine. 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-Operations and is part of a cross functional team that creates and disseminates the college's course schedule, manages room utilization, manages degree completion processes and curriculum updates, and engages in other academic records related activities. The Special Program Coordinator - Academic Records will be able to articulate and implement policies and procedures as they pertain to 1) certificate and degree completion and ensuring integrity of the degree conferral process in relation to academic record maintenance; 2) room scheduling assignment policy; and curriculum updates to ensure best practice is followed and successful implementation in Colleague.


  • Complete 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; issuing and packaging of diplomas; verifying degree completion; and conferring of degrees.

  • Work collaboratively with faculty, advising, and other staff to complete degree audit evaluations and address and resolve issues with academic requirements, the degree audit, transfer course evaluation, substitutions and waivers, and other completion processing matters

  • Notify 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 automated communications to students

  • Assist with compilation of degree candidate information for the Commencement program

  • Assist in the management of the diploma printing process including duplicate diploma requests

  • Understand, implement, and enforce assignment policy amongst Academic Records staff, Deans, and other stakeholders

  • Assist with the management of the course schedule process and act as primary staff for data entry, maintenance, and compliance adherence pertaining to contact hours and standard time blocks

  • Assist with overseeing the use of 25Live to manage users, event scheduling, and optimization of classroom space during the course schedule process

  • Serve as 25Live expert and provide training as needed

  • Work collaboratively and provide training, direction and oversight to Academic Records staff and other stakeholders assisting with completion processing and course scheduling

  • Respond to questions regarding the graduation application process, completion processing, course schedule process, and curriculum updates

  • Assist with reporting degrees awarded to the National Student Clearinghouse and manage DegreeVerify requests

  • Assist with developing information, educating, and communicating to students, faculty and staff on completion processing procedures

  • Support ongoing and continual business process improvement and opportunities to improve support of student success, completion, and course scheduling

  • Assist in the implementation of new projects/ initiatives and streamlining graduation and course scheduling processes

  • Assist with making curriculum updates in Colleague

  • Participate in testing software upgrades/implementations, generating reports and evaluating technical opportunities for improvements particularly related to graduation applications and completion processing

  • 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

  • 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: $47,545.00-$53,000.00 Actual Salary Will Be Commensurate With Education and Experience in Accordance with MCCC/MTA Collective Bargaining Agreement. Full state Benefits.

Pay Grade: 4, Unit Professional position

Review Date: To ensure consideration, applications must be received by May 23, 2019.

Application Instructions:

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

  • Resume

  • Cover Letter

  • A Copy of your Unofficial Transcripts

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

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