Graduate Schools Coordinator

Job Locations US-NY-Valhalla
Requisition ID
Position Type
Schedule Shift
Hours Per Week
Student Services


The Graduate Schools Coordinator, under the direct supervision of the Assistant Registrar and the Registrar, is responsible for maintaining all student academic records (registration, grades, status changes, degrees conferred, etc.) for all graduate school students, as well as providing support to colleagues in the Dean’s Offices and to faculty. 


The Coordinator responds to general inquiries and requests for all registrar services (e.g. transcript requests, enrollment/degree verification requests, graduation applications, and registration), and has primary responsibility for the office email accounts.  He/she is responsible for processing mailed requests for services from alumni of all 3 schools, interfacing with outside providers and servicers (Parchment transcript ordering system, ERAS/VSAS/MIDUS, FCVS etc.) and updating the databases with tracking information.  He/she assists the Medical School Coordinator in similar activities; for example, this specific position handles 3rd & 4th  year adds, drops and grade (evaluation) processing for the Medical School.  This position also reports student enrollment status to the federal Veterans Affairs office, so that qualifying students can receive their education benefits in a timely way. 


The Coordinator assists with commencement activities for NYMC’s annual ceremony, including ordering and distribution of student regalia, diplomas, and tickets.  The Coordinator must have an understanding of the overall operation of the registrar’s office and knowledge of its legal guidelines and responsibilities.  S/he will successfully handle a large and continuous volume of work, involving interrelated functions and processes.  S/he will be the office’s point person for student information system training for all schools, including creating and maintaining training documentation.


  1. Maintain the accuracy of student records, verifying that all data has been properly entered/uploaded in the student information system (Banner).  Update the data as needed to reflect changes in student progress and status.  Provide support to SHSP and BMS program staff (Dean’s office, Admissions, Program Directors, Faculty, Admin Staff), and liaison with them to correctly process specific student populations, such as new students, cohort programs, and inactive students.
  2. Coordinate registration process for students, working with Admissions, the Dean’s Office, Bursar’s Office, and Financial Aid Office.  Create schedule of classes in Banner, support student online and manual registrations, and process add/drop/withdrawals.  Ensure that registration information/procedures are updated and consistent on all websites.
  3. Support faculty grade entry and verification.  Follow up on all outstanding and non-final grades and process grade changes and repeated courses.
  4. Create and send correspondence to students regarding graduation, registration, academic progress, and follow up on any outstanding issues in a timely way.
  5. Process 3rd & 4th year adds, drops, and grades (evaluations) for the School of Medicine, working with the Medical School Coordinator on any related issues.
  6. Process mailed requests for services from students and from alumnae of all 3 schools, including a steady volume of certifications and transcript requests.  Update relevant databases.
  7. Respond to and route e-mail and voicemail coming into account.  Track e-mail volume.
  8. Assist with registrar’s office preparations for Commencement, working with internal and external parties on projects such as publication of the Commencement program, cap and gown orders, ticket distribution, diploma orders, etc. Oversee graduation application, degree audit, and degree conferral for students.
  9. Process student and third-party requests for all registrar office services, for students and alumni from all 3 schools.  Provide friendly and knowledgeable service to all constituents, whether in person, by phone, or e-mail. 
  10. Maintain and archive student records in accordance with retention guidelines.
  11. Provide feedback and suggestions to improve office policies and procedures, particularly where the implementation of technology can streamline our services.
  12. Special projects and additional duties as assigned.
  13. Report student enrollment status to the federal Veterans Affairs office.


(A) Education requirement:

Associate degree with at least 4 years experience working in an academic setting, preferably in a Registrar’s Office.  Bachelor’s degree preferred.


(B) Licenses or certifications:



(C) Technical/computer skills:

Comfortable using a variety of software applications, including a student database such as PeopleSoft/Banner.  Sophisticated ability to upload/download and manipulate data.


(D) Prior experience:

Demonstrated attention to detail and the ability to multi-task in order to meet multiple deadlines.   Experience providing helpful and courteous service to various constituencies, preferably in an academic environment. 


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