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California State University, Monterey Bay
  • Position Number: 4014743
  • Location: Seaside, CA
  • Position Type: Student Affairs and Services

Graduation Counselor

Job no: 525980
Work type: Staff
Location: Monterey Bay
Categories: Unit 4 - APC - Academic Professionals of California, Probationary, Full Time, Student Services, On-site (work in-person at business location)
Classification: Student Services Professional IA or IB
Hours: Full-time / 40 hours per week
FLSA: Non-exempt

Anticipated Hiring Salary Range: SSP IA $3,764 - $4,088 mo., SSP IB $$4,066 - $4,395 mo.
CSU Salary Schedule
*CSUMB provides pay scales representing its good faith estimate of what the university reasonably expects to pay for this position. The pay offered to a selected candidate will be determined on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, and CSU systemwide pay for comparable jobs.

Priority Screening Date: April 9, 2023
Recruitment Status: Open Until Filled


Powered by an inspiring Founding Vision Statement, California State University, Monterey Bay (CSUMB) is a mid-sized comprehensive baccalaureate and masters granting university whose staff and faculty help transform student lives with a focus on student success and engagement through experiential learning, service learning in its regional community, and the promotion of multicultural and global perspectives on and beyond campus. With a vibrant, diverse student body of over 7,400 students. CSUMB is both a Minority Serving Institution (MSI) and a Hispanic Serving Institution (HSI).

The university's Strategic Plan prioritizes inclusive excellence through recruiting and investing in the development of a diverse body of faculty, staff, and administrators. CSUMB's sustainability initiative is to be carbon neutral by 2030. The university's faculty and staff, many of whom live in the East Campus housing development, appreciate living and working so close to the shores of the beautiful Monterey Bay. As one of the 23 campuses in the California State University (CSU) system, CSUMB offers excellent benefits, including access to below-market-rate campus housing and competitive salaries for faculty and staff.


Under the general supervision of the Registrar and day-to-day work direction of the Graduation Counselor Coordinator the Graduation Counselor, based on established guidelines, provides audit, analysis, assessment, advising, and counseling for continuing students and graduation candidates attempting to complete Title 5, CSU and University requirements related to baccalaureate and master degrees. The Graduation Counselor is responsible for tasks related to graduation candidacy verification and processing and awarding of degrees and provides professional student services, while working collaboratively to achieve specified outcomes. With support, this position also provides degree related information about university, major, minor, and residency requirements; transferability of courses and their applicability to campus requirements; University regulations; and assessments of individual student records to other campus offices and off-campus agencies and institutions. The objective in all interactions is to perform analysis utilizing established guidelines, regulations and precedents; to provide information regarding policies and procedures, and to establish cordial and collegial relationships with those contacting the Office of the Registrar

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

In collaboration with the Graduation Counselor Coordinator, based on established guidelines, assesses academic records of graduation applicants for award of baccalaureate and graduate degrees. Reviews and assesses imaged application documents (applications, transcripts, test scores, etc.) for candidates for graduation. Accurately updates the student's academic record, degree audit system, and other administrative computing systems, as appropriate. Assist with notifications to students of graduation evaluation results and provides appropriate solutions to satisfy outstanding degree requirements, while explaining relevant policies, regulations, and procedures. Assists students to independently monitor their progress towards achieving their educational goals. Verifies final completion of degree requirements and confers bachelors and masters degrees based on established CSU and CSUMB policies and procedures. Assist with preparation and transmittal of final letters of confirmation or denial.
In collaboration with the Graduation Counselor Coordinator, determines transferability of coursework completed at other institutions using complex articulation and course applicability rules. Updates the student's academic record and degree audit system appropriately. Provides services and information to other campus offices regarding applicability of transfer courses to campus requirements. Provides advice to students on issues relevant to transfer credit and graduation requirements based on established CSU and CSUMB policies and procedures.
Provides timely service to students, faculty, and staff using a high level of written and oral communication skills. With support, corresponds and confers with students, faculty, staff and outside agencies to explain degree requirements and all policies and procedures related to graduation: transfer credit, grade forgiveness, degree requirements, course applicability, GPA calculations and requirements, university writing skills requirements, etc. Refers students to other academic units when appropriate.
Assists with graduation presentations and special events both on and off campus. Attends meetings and represents the Registrar's Office on related committees as assigned by the Registrar. Assists with the review and certification process for athletic eligibility.
Maintains technical competence in a wide variety of applications and fully utilizes technologies including document imaging, degree audit programs, and other administrative computing systems to ensure the timely completion of tasks. Assists in maintaining the security of academic records.
Other Functions:

Performs other job-related duties and special projects as assigned.


SSP IA: Working knowledge of the basic principles of individual and group behavior; research observations techniques for the purpose of recording, classifying, and interpreting factual information; and the techniques and methods of interviewing.

Ability to gather and analyze data; reason logically, draw valid conclusions and make appropriate recommendations; participate in and contribute to group meetings, conferences and interviews; clearly express ideas and recommendations orally; write clear and concise repots; and establish and maintain cooperative working relationships with students, staff and faculty.

SSP IB: Working knowledge of the methods and problems of organization and program management; research and interviewing techniques; principles of individual and group behavior; ability to rapidly acquire such knowledge of the organization, procedures and activities of the specific campus to which the position is assigned; and the basic principles, practices and major trends in the Student Services field to which assigned.

Ability to rapidly acquire a working knowledge of the specific objectives of the campus and its relationship to the total campus operation; interpret and apply program rules and regulations; gather and analyze data; reason logically, draw valid conclusions and make appropriate recommendations; present clear and concise information orally and in written reports; recognize multicultural, multi-sexed and multi-aged value systems and work accordingly; and establish and maintain cooperative working relationships with faculty, CSU administrators, student organizations, private and public agencies.



Experience: Possession of these knowledge and abilities is typically demonstrated through the equivalent of one year of experience in professional Student Services work at the entry trainee level. Equivalent amounts of graduate level job-related education may be substituted for the required experience.

Education: Equivalent to graduation from a four-year college or university in one of the behavioral sciences, public or business administration, or a job-related field. Additional specialized experience during which the applicant has acquired and successfully applied the knowledge and abilities shown above may be substituted for the required education on a year-for-year basis.


Master's degree in a job-related field. Prior academic advising or student services experience in a public 4-year university. Excellent written and oral communication skills. Demonstrated ability to address the essential functions associated with this position including the knowledge and abilities identified above. Must have the ability to promote and maintain an atmosphere of excellent internal and external customer service within the Office of the Registrar and broader community.

Technical fluency with Oracle/PeopleSoft, CSU Common Management System or equivalent student information system; Microsoft Office Professional Suite, and Google mail and calendaring programs.


All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
The person holding this position is considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.
This position has been designated as a sensitive position with access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards
This position is required to comply with confidentiality requirements outlined in the Department of Education's Family Educational Rights and Privacy and California's Educational Code Chapter 13 regarding sensitive student issues.
Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the University's liability coverage.

Office environment with standard equipment and tasks. The position requires working at a computer and desk for extended periods of time. May require travel between campus offices and off-campus locations.

The health and safety of our students, faculty, and staff remain our highest priority. While on campus, students, faculty, staff, and the community will be expected to follow all campus safety mandates.

Per the CSU COVID-19 Vaccination Interim Policy, all students and employees are required to submit their vaccination status to the Otter Vaccination Registry and are encouraged to be vaccinated.


CSUMB offers a premium benefit package that includes outstanding vacation, health, dental and vision plans; membership in the California Public Employees Retirement System (CalPERS); and 15 paid holidays a year. For more information, visit CSU System Benefits. Additionally, as a perk, the University Corporation at CSU Monterey Bay provides access to affordable campus housing based on availability; visit Schoonover Employee Housing for more information.


For full consideration, applicants must complete the required online application prior to the priority screen date found at Careers at CSUMB. Application submissions received after the application screening date will be reviewed at the discretion of the University. Materials submitted become the property of CSUMB and will not be returned.

CSUMB is not a sponsoring agency for staff or management positions.

Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting Human Resources at (831) 582-3389 or All employees must be eligible for employment in the U.S.


CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. In compliance with federal crime awareness and campus security legislation, including the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics, you can view the notice of availability and access the Cal State University, Monterey Bay annual security and fire safety reports at

CSUMB is a smoke and tobacco-free campus.


CSUMB is an Equal Opportunity Affirmative Action employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. We consider qualified applicants for employment for their anticipated contributions and without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.

Advertised: March 16, 2023 (9:00 AM) Pacific Daylight Time
Applications close: Open Until Filled

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