top image

Graduation Program Coordinator II

Department: Registrar and Institutional Research
Position: Full-Time
Wage: $14.14 – $16.70 per hour plus complete benefit package
Union Affiliation: MFPE
Posting Date: July 2019


Reporting to the Registrar the Graduation Coordinator oversees all areas in the registrar’s office that relates to the evaluation and awarding of degrees and the annual commencement ceremony. In addition, this role oversees the degree audit system (CAPP and DegreeWorks) and assists with the publication of the catalog. As part of this oversight, the coordinator will provide public training opportunities for the campus to learn about DegreeWorks/CAPPS and the web based academic catalog. The Graduation Coordinator also serves as a Designated School Official/DSO for international students. During key seasons such as commencement weekend, this position is required to work outside of normal business hours.

Graduation and Commencement

  • Performs and regularly updates all degree audit requests including the processing of substitutions and waivers.
  • Verifies completion of all graduation requirements and confers degrees.
  • Acts as a campus resource regarding past and current degree requirements and academic policies and provides clarity as needed.
  • Leads the commencement committee.
  • Regularly communicates with prospective graduates regarding the commencement ceremony and requirements to participate.
  • Acts as lead for coordinating the pre-ceremony set up and manages the lines of marching students during the main ceremony.
  • Coordinates, trains, and supervises all commencement volunteers.
  • Serves as the primary liaison between commencement vendors.
  • Coordinates and helps create commencement related materials, such as the student commencement packet and the commencement program.
  • Maintains the graduation and commencement websites.

DegreeWorks and Catalog

  • Serves as the primary scribe for DegreeWorks.
  • Evaluates external transcripts to determine equivalent transfer credit in accordance with the University transfer credit policies
  • Trains staff and faculty on the use of the degree audit, academic planner, and curriculum management tools by offering and leading regular training opportunities to the campus.
  • Analyzes complex degree requirements; update the audits to reflect degree requirements, rules and policies, and test and validate degree audits.
  • Receives and updates edits to the annual catalog.
  • Oversee all aspects of the development and maintenance of accurate course and program data within the catalog and collaborates with others to align courses in Banner.

Designated School Official

  • Provides accurate immigration and university information to international students, monitors and tracks student immigration status, and maintains appropriate files.
  • Ensures compliance with university, state and federal laws, regulations, requirements and policies relating to international students.
  • Participates in quarterly registration of F-1 visa holders in SEVIS, ensuring all students are registered in SEVIS by the quarterly deadline, trouble-shooting, and resolving difficult student cases, and liaising with SEVP/Homeland Security.
  • Provides immigration and academic advising to students including advising students on F-1 visa regulations including OPT and CPT.

General Registrar Office Services

  • Follow governmental regulations and laws for student privacy and rights for FERPA, Title IX, American Disabilities Act and Rehabilitation Acts, Solomon Act, Montana State regulation and laws, and any others that apply.
  • Represents the Office of the Registrar on appropriate University committees.
  • As needed, serve as a generalist in the Registrar’s Office. This will include, but is not limited to, assisting students and staff with registrar related business transactions such as registration and transcript processing or requests.
  • Other duties as assigned.

Required Qualifications

  • A bachelor degree or at least two years of experience in a related field.
  • Ability to pass a federal background check (required by SEVIS for the DSO role).
  • Strong logical and analytical problem-solving skills; critical thinking skills with attention to detail.
  • Excellent oral and written communication skills.
  • Ability to maintain confidentiality as required by FERPA and other University policies.
  • Skills in the operation of personal computers and a variety of software programs, including Microsoft Office (Word, Excel) and the ability to learn new software.
  • Ability to lift at least 20 pounds.

Preferred Qualifications

  • Experience with public speaking.
  • Knowledge of Ellucian/Banner.
  • Ability to read and interpret technical software manuals.


To apply submit a cover letter addressing the qualifications listed above, a resume and the names and contact information of three professional references. Send application materials to:

Patti Lake
Payroll & Benefits Supervisor
Administration and Finance
The University of Montana Western
710 South Atlantic Street
Dillon, MT 59725-3598

Review of applications will begin immediately, however the position will remain open until filled.

For questions about this position contact Charity Walters at 406-683-7471 or

The University & Dillon Area

The University of Montana Western is a dynamic, innovative, undergraduate university with over 60 full-time faculty and 1,500 students. It is located in Dillon, Montana in the scenic Rocky Mountains and has been awarded numerous top national rankings for delivering high quality, affordable education.

Montana Western is the only public four-year college in the nation offering Experience One (X1), experiential learning delivered on the block schedule. Class sizes are small and students take a single course at a time, three hours each day for 18 days, before moving on to the next course. Each course is four credits and four blocks are offered each semester. The block schedule facilitates field and lab work, undergraduate research, study travel, and interdisciplinary teaching. Montana Western’s faculty strongly believe in mentoring and inspiring students, and assisting them in the transition from university life to professional careers.

The University of Montana Western is an integral part of the Dillon Community. With a population of 5,000 people, Dillon is known for outstanding public schools, safe environments, recreational opportunities, and an excellent quality of life.

The University of Montana Western is an equal opportunity/affirmative action employer and encourages applications from qualified women, minorities, veterans and people with disabilities. Qualified candidates may request veterans‚ or disabilities preference in accordance with state law. Reasonable accommodations are provided in the hiring process for persons with disabilities. Finalists for any position will be subject to a criminal background investigation.

Click here for a printable version of the job description.