Non-Student Hourly Academic Record Specialist

Colorado State University•Fort Collins, CO

9d•Hybrid

About The Position

The Office of the Registrar is seeking a Non Student Hourly Academic Record Specialist to support the Academic Records unit. This temporary position will work up to 40 hours per week. The 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 following the successful completion of training. The Office of the Registrar provides leadership and service in student enrollment and academic record management that supports recruitment, retention, and graduation goals of Colorado State University. The Office of the Registrar values Students, CSU’s Principles of Community, Collaboration, and our Employees. Based on our goals, values, and our commitment to inclusive excellence, the Office of the Registrar seeks to hire team members who demonstrate a positive attitude, a passion for producing quality work, an interest in serving as an educator, a commitment to treating others with respect and an internal motivation for doing the work we do. The Non-Student Hourly Academic Records Specialist serves as a primary resource for faculty and staff issues and as a secondary resource for escalated student service issues (tiers 2 and 3). This position also performs significant academic record management work. Critical thinking, problem solving, excellent customer service, and strong communication are cornerstone skills for success in this role, enabling the specialist to support the CSU community in a complex and dynamic academic environment.

Requirements

Bachelor’s degree

Nice To Haves

Professional proficiency in written and spoken Spanish.
Bachelor’s degree
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, faculty, staff, and students by providing accurate, student-centered customer service and enrollment subject matter expertise via phone, email, Teams chat, and in-person interactions. Staff are expected to provide cross-functional coverage and adjust work schedules as needed to ensure consistent in-person support and service delivery in alignment with operational needs.
Coordinate, track, process and troubleshoot academic records transactions, 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, Planned Leave, Employee Study Privilege, grade change requests, Colorado School of Public Health registration, PRC data entry, records requests, and essential Office of the Registrar functions.
Evaluate domestic transfer coursework and process transfer credit using established university articulation guidelines; support degree evaluation activities and dedicate approximately 50% of annual responsibilities to transfer evaluation functions based on departmental needs.
Coordinate and complete specialized academic records and degree conferral processes, including DVM, AGS and undergraduate certificate conferral, transcript production, transcript suspense processing, null grade resolution, and end-of-term activities.
Develop, maintain, and deliver departmental documentation, procedures, training materials, and knowledge resources; train, mentor, and serve as a subject matter resource for team members to support consistent service delivery and operational excellence.
Collaborate with faculty, staff, and campus partners by providing guidance on systems and processes, supporting cross-functional initiatives, and resolving complex records and transfer evaluation issues.
Contribute to special projects, process improvement efforts, policy and system feedback, cross-department coordination, and ongoing professional development.
Perform other duties as assigned.