Graduate Records & Compliance Coordinator - Graduate School

The Graduate School at Virginia Commonwealth University seeks a detail-oriented and student-focused Graduate Records & Compliance Coordinator. This role is responsible for comprehensive graduate records management, ensuring the accuracy, integrity, and compliance of student academic records from admission through degree conferral.

This role serves as a primary resource for students, faculty, program directors, and administrators, resolving complex inquiries related to enrollment, academic standing, degree candidacy, graduation, transfer credit, and special actions while escalating issues as needed.

The successful candidate will manage semester account reconciliation, registration and graduation holds, continuous enrollment compliance, and degree candidacy processing, meeting established service-level timelines. The role also oversees data tracking, reporting, and document management across multiple systems, supports policy communication and compliance, provides cross-functional backup for key graduate processes, and collaborates on special projects and student engagement initiatives.

Core Responsibilities
Typical duties and responsibilities of the Graduate Records & Compliance Coordinator includes, but is not limited to:

Graduate Records Management

• Provide problem resolution for students, program directors, faculty, and administrators inquiries escalating concerns to the Director as needed.
• Document and communicate policies related to special actions, historical repeat, graduate academic probation, degree candidacy, sub waivers, graduate student compact, financial aid, billing and graduation check out through degree awarding.
• Process learner record changes (Attendance, Program & Degree Changes, Enrollment, Transfer & Repointing Credit posting) and Non-Course modification change approval.
• Review accuracy and seek clearance of Graduate Code Holds (GR (Graduation Hold) and RY (Registration Hold)) each semester and monitor the Reporting Center for required changes on an ongoing basis.
• Track and report graduate transfer credit equivalency processing (including study abroad coursework at VCU).

Missing Grades, C-below grades, Low GPA, Graduation Application Submission, and Open Matriculation

• Review and approve/disapprove missing grades; escalate unresolved issues.
• Ensure timely release of GR (Graduation Hold) and RY (Registration Hold); alert departments and resolve issues.
• Monitor enrollment and honor violations; place GR (Graduation Hold) until resolution confirmed by Office of Student Conduct; document findings.
• Serve on Undergraduate Academic Advising Board.
• Ensure compliance with document destruction rules.

Semester Account Reconciliation

• Complete graduate student account reconciliation each semester; report outcomes and escalate issues.
• Reconcile outstanding Graduate School holds (GR (Graduation Hold) and RY (Registration Hold)) at term close to ensure timely registration and graduation.
• Track and maintain graduate historical repeat documentation and complete annual buy-in/ opt-out notifications annually.

Continuous Enrollment Compliance

• Run reports to check compliance; adjust accounts and report changes.
• Process academic provisional-to-full admission conversions; place RY (Registration Hold) for unmet requirements.
• Pull graduate enrollment reports, notify programs and or related units of student enrollment issues for admission deferral or account closure as needed.

Degree Candidacy (DC)

• Review, approve, and process DC forms; escalate problematic cases.
• Enter DC codes in Banner; distribute approvals within 2 business days.
• Communicate DC procedures to faculty and students.

General Administration & Data Tracking

• Maintain Graduate Enrollment Services email accounts; escalate unresolved issues.
• Update program database and maintain Memorandum of Understanding.
• Docu Sign/Image Now workflow:
  Review special actions and degree candidacy in Docu Sign and Docu Sign Image Now; scan and link approved/declined requests and documents; proof all approved actions.

Enrollment Modification

• Non-course requirements:
  Process approved (degree entry conversion after matriculation; thesis/non-thesis track changes; graduate student publication; comprehensive exam completion account updates).

Special Projects as assigned

• Collaborate with the Professional Development Office for student engagement opportunities.

Service-Level Expectations

• DC/ETD approvals: within 2 business days
• Holds reconciliation: within 10 business days after term end
• Provisional conversions: within 5 business days
• Academic dismissals: within 2 business days
• Honor violation holds: same day

Mutual Backup Responsibilities

• Special Action Processing:
  Preliminary review, research/validation, proofing approved actions.
• Substitution Waivers & Graduation Checkout:
  Review and flag issues; maintain tracking logs; enter Banner updates.
• Electronic Thesis & Dissertation (ETD):
  Formatting checks;
  Banner ETD coding; distribute signed approvals.
• Scholar's Compass symposium poster post and publication.
• Student Record…