Academic Record Specialist

Non Student Hourly Academic Record Specialist

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 and values, 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 Office of the Registrar is seeking a Non Student Hourly Academic Record Specialist to support the Academic Records unit. This position will work up to 40 hours per week through June 17 to support operations, with hours adjusting after that. 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:

Incorporating CSU's Principles of Community into daily work is an essential component of this position. We welcome applicants whose skills and experience contribute to an inclusive campus environment.

The Non Student Hourly Academic Record Specialist serves as a primary point of contact for Colorado State University constituents, providing accurate information and support related to academic records and university processes.

Key responsibilities include assisting students, faculty, staff, family members/support-givers, and external constituents with inquiries and issue resolution. This role involves problem-solving, research, and applying university policies to individual situations. Work is conducted through phone, email, website chat, and in-person interactions.

Primary service areas include registration, holds, overrides, major changes, university policies and appeals, transcripts, diplomas, grade entry, RAMrecords requests, password resets, and other academic record-related questions.

Additional duties 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.

Job Duties:

• 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.

Required Qualifications:

• A bachelor's degree in progress.

Preferred Qualifications:

• 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.

$24.50/hour

Cover Letter, Resume/CV