Academic Record Specialist

Colorado State University•Fort Collins, CO

1d•Hybrid

About The Position

The Office of the Registrar at Colorado State University (CSU) is seeking a Non-Student Hourly Academic Record Specialist to support the Academic Records unit. This position is crucial for managing student enrollment and academic records, aligning with CSU's goals of recruitment, retention, and graduation. The ideal candidate will possess a positive attitude, a commitment to quality work, a passion for service, respect for others, and intrinsic motivation. This role provides essential administrative and customer support for academic records processes. A hybrid work schedule (three days in office, two days remote) may be available after successful training. The position involves incorporating CSU’s Principles of Community into daily work and welcoming applicants whose skills contribute to an inclusive campus environment. The Academic Record Specialist acts as a primary point of contact for CSU constituents, offering accurate information and support for academic records and university processes. This includes assisting students, faculty, staff, family members, and external constituents with inquiries and issue resolution, requiring problem-solving, research, and policy application. Work is conducted via phone, email, website chat, and in-person interactions. Key service areas encompass registration, holds, overrides, major changes, university policies and appeals, transcripts, diplomas, grade entry, RAMrecords requests, password resets, and other academic record-related inquiries. Additional responsibilities include supporting end-of-term grade processing, resolving "null" grades, maintaining transcript accounting records, assisting with transcript production and suspense processing, and contributing to special projects and communications within the Office of the Registrar.

Requirements

A bachelor’s degree in progress.

Nice To Haves

Professional proficiency in written and spoken Spanish.
Bachelor’s degree awarded by May 16, 2026
Experience (including student employment or internships) working in higher education within a Registrar’s Office, Enrollment Services, Academic Affairs, or a related department responsible for maintaining student records.
Experience using administrative student information systems, preferably Ellucian Banner (including Banner Student, Banner Document Management, and Banner Workflow), as well as CollegeSource products (e.g., u.Achieve and Transferology).
Demonstrated ability to take initiative in identifying issues and implementing problem-solving strategies.
Demonstrated professional experience and high proficiency using Microsoft Office applications (SharePoint, Outlook, Excel, Word, and PowerPoint) and Adobe Acrobat to edit, redact, and electronically sign documents, with the ability to operate these systems independently.
Strong verbal and written communication skills, especially in delivering clear, professional responses in complex or high-stakes situations.
Experience contributing to collaborative projects and building relationships across departments and with external partners.
Strong interpersonal communication skills as demonstrated by respectful and effective interactions with a variety of constituencies including but not limited to students, faculty, staff, and vendors at all levels.

Responsibilities

Support the Hub for student services and CSU staff and faculty by providing Office of the Registrar customer service via phone, Teams chat, email, and in person, delivering accurate, student-centered support.
Troubleshoot complex registration and records issues (holds, overrides, major changes, transcripts, diplomas, grading, system access) using Banner/ARIES and coach faculty and staff through RAMweb/ARIESweb processes.
Interpret and apply university policies, including FERPA, to advise faculty, staff and external partners on appropriate options and next steps.
Create, maintain and update customer service training materials, policies, and procedures in Confluence.
Track and process appeals, late registration change requests, transcript requests, edit reports, enrollment/degree verifications, complete student forms and letter requests, record adjustments, overload requests, Audit and S/U grade requests, and Planned Leave, and Employee Study Privilege, grade change requests, PRC data entry, records requests.
Contribute to special projects, policy/system feedback, cross-department coordination, and ongoing professional development to align with Registrar and CSU System priorities and other duties as assigned.