Graduation Document Coordinator

Position Summary

The Graduation Document Coordinator is responsible for the final verification and official delivery of university diplomas and certified true copies of graduation documents. This role is critical in ensuring the accuracy, authenticity, and integrity of all graduation-related documents before they are issued to students or authorized beneficiaries. Additionally, the Coordinator ensures the timely delivery of documents, prioritizing requests based on urgency and importance.
The role demands a combination of document verification, coordination, and front-office service, requiring exceptional attention to detail, professionalism, and the ability to work effectively under pressure. Strong communication skills are essential, as the Coordinator interacts regularly with students, colleagues, and various stakeholders to facilitate smooth and efficient document processing.
This position also involves direct and timely coordination with the Office of the Rector, Deans of the relevant faculties, the Dean of Registration, and other Registrar units to ensure all necessary approvals and workflows are followed.

Key Responsibilities

• Coordinate all essential steps in the issuance and delivery of diplomas with the relevant parties.
• Conduct final verification of official diplomas prior to delivery, ensuring compliance with university regulations and approved graduation records, in close collaboration with the Graduation Unit.
• Verify, prepare, and issue certified true copies of previously delivered graduation documents upon request, in collaboration with the Archive Unit.
• Coordinate with the Archive Unit to retrieve, cross-check, and validate historical academic records.
• Collaborate closely with the Graduation Unit to confirm graduation status, academic validation, and approval workflows.
• Process and prioritize Diploma Issuance Requests (including standard requests, name changes, and replacements for lost diplomas).
• Liaise with Deans of the relevant faculties for academic confirmation and resolve exceptional cases.
• Communicate with the Office of the Rector for academic confirmations, special authorizations, and escalations when required.
• Serve as a key member of the Certificates Unit and Front Office, providing accurate information and professional service to students, alumni, and external stakeholders.
• Manage daily delivery operations, including workload planning, prioritization of urgent requests, and adherence to deadlines, in close collaboration with the Dean of Registration.
• Maintain accurate records of delivered diplomas and issued certified copies in accordance with institutional policies.
• Ensure confidentiality, data protection, and document security at all stages of the process.

Required Skills and Competencies

• Strong verification and analytical skills with exceptional attention to detail.
• Excellent interpersonal and psychological awareness skills to manage high-pressure situations and diverse beneficiary profiles.
• Proven ability to prioritize tasks, manage time effectively, and handle a high volume of requests.
• Strong organizational and managerial skills to balance operational demands and service quality.
• Excellent communication skills and the ability to build positive, professional relationships with students, alumni, academic staff, and senior university offices.
• High level of integrity, discretion, and ethical judgment.

Qualifications and Experience

• Bachelor's degree in business administration (operations, management, or related field), education management, psychology, or a related field that combines emotional intelligence with management skills.
• Previous experience in academic administration, registrar services, records management, or a similar role is highly desirable. Experience in business administration is also beneficial.
• Familiarity with coordination with managers and beneficiaries is highly desirable.

Working Conditions

• Office-based position with front-office responsibilities.
• Ability to work under sustained pressure, particularly during peak graduation and diploma delivery periods.
• Requires physical mobility to move between offices and deliver diplomas when necessary.

Core Values

• Accuracy and Accountability
• Service Excellence
• Professionalism and Confidentiality
• Collaboration and Respect
• Emotional Intelligence