Non-Student Hourly Academic Record Specialist

Job Description

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.

Position Description:

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.

Essential Job Duties:

• 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.

Conditions of Employment:

• Bachelor’s degree

Preferred Qualifications:

• 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.

Salary Range

Required Application Documents

To apply, please upload the following applicant documents. Ensure your materials fully address the required and preferred job qualifications of the position. Please note, applicants may redact information from their application materials that identifies their age, date of birth, or dates of attendance at or graduation from an educational institution.

Employee Benefits

Colorado State University is not just a workplace; it’s a thriving community that’s transforming lives and improving the human condition through world-class teaching, research, and service. With a robust benefits package, collaborative atmosphere, and focus on work-life balance, CSU is where you can thrive, grow, and make a lasting impact.

• Review our detailed benefits information here.

• Explore the additional perks of working at CSU here.

• For the total value of CSU benefits in addition to wages, use our compensation calculator.

• Lastly, click here for more information about why Fort Collins is consistently ranked in the top cities to live in!

Background Check Policy Statement

Colorado State University strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, CSU conducts background checks for the finalist before a final offer. The type of background check conducted varies by position and can include, but is not limited to, criminal history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will also be conducted when required by law or contract and when, in the discretion of the University, it is reasonable and prudent to do so.

EEO

Colorado State University (CSU) provides equal employment opportunities to all applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.