Commencement Coordinator

Job Description Overview

The Commencement Coordinator will play a vital role in supporting the planning, organization, and execution of UW-Green Bay’s Commencement ceremonies. This student employee will assist with all logistical and operational needs of Commencement, ensuring clear and timely communication with graduating students, families, faculty, staff and event participants.

The primary focus of this role is managing Commencement communications—including monitoring the Commencement inbox, answering student inquiries, updating website information and creating clear messaging for all stakeholders. In addition, this student will help coordinate planning meetings, track deadlines, manage event checklists and support event execution on Commencement day.

This position is ideal for a student who is detail-oriented, responsive and capable of handling multiple tasks with professionalism and care.

Reports to: Signature & Cultural Events Coordinator; Assistant Director of Student Engagement

Location: UW-Green Bay Student Engagement Center

Primary Responsibilities

• Assist in planning and organizing all aspects of Commencement ceremonies.
• Manage and respond to inquiries through the Commencement email inbox in a timely and professional manner.
• Support the development and maintenance of detailed planning timelines and checklists.
• Coordinate logistics for vendors, venue setup, supplies, and printed materials.
• Communicate regularly with graduating students regarding deadlines, procedures, and event details.
• Collaborate to create our Grad Bash event each semester to ensure a successful event.
• Help collect feedback and evaluate the success of ceremonies for continuous improvement.
• Maintain up-to-date documentation of procedures and planning processes.
• Ensure all communications reflect UW-Green Bay’s standards and are inclusive and accessible.

Expected Skills and Competencies

• Organizational Skills
• Ability to manage multiple projects and follow timelines.
• Strong attention to detail and follow-through.
• Communication Skills
• Cultural Awareness
• Team Collaboration
• Ability to take initiative and ask questions when unsure.
• Technology Skills (Proficiency with Microsoft Office (Word, Excel, PowerPoint)).
• Familiarity with or willingness to learn platforms like Phoenix Connect, Canva, SharePoint, Qualtrics and EMS.

Professional Development Expectations

• Complete Safe Ally Training.
• Attend at least 2 events related to Diversity, Equity and Inclusion during the semester.
• Participate in at least one planning meeting or training related to cultural programming.

Performance Metrics

• Timely and accurate communication and completion of assigned tasks.
• Consistent demonstration of professionalism, punctuality, and accountability.
• Positive engagement with diverse campus stakeholders.