Job Description

Position Summary

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 Academic Record 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 effectively support the CSU community in a complex and dynamic academic environment. A hybrid schedule may be offered after a period of successful training.

This position will close at 11:59 pm on Monday August 10th.

Job Duties

• Support the Hub for student services and CSU staff and faculty by providing Office of the Registrar Academic Records services via 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. 

Conditions of Employment

• Pre-employment Criminal Background Check (required for new hires)
• Some required nights, weekends, and holidays 
• Hybrid work schedule

Minimum Qualifications

To be considered for this position, candidates must demonstrate in the application materials:
Experience Only:

• Three (3) years of educational administrative experience

OR 
Education and Experience: 

• A combination of related education and/or educational administrative experience equal to three (3) years. If using Education:  *Please note, unofficial or official transcripts must be attached with this application

Preferred Qualifications

The highly desired candidate will possess the following knowledge, skills, abilities, personal characteristics, and experience directly related and critical to this position:

• Professional proficiency in written and spoken Spanish.
• Bachelor’s degree from an accredited college or university.
• 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 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.
• 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.
• Directly Related State Service experience.

Salary Range

$51,360 – $56,628 annually + Full Benefits

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!

Application Information

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.

Cover Letter, Resume/CV

Application Instructions and Information

• For State Classified searches, you may be able to skip the Experience, Education, Certification, Language, and Skills sections. Be sure to review the qualifications in the job posting to determine whether these sections should be completed. If additional documentation is required or should be uploaded to meet the requirements of the position, please attach all required documents in the Required Application Documents section as specified in the job posting.

• Clearly outline dates of employment (Month & Year) for each position listed in the Work Experience section of your application. Human Resources must be able to evaluate your experience based on this information.

• The Work Experience section is the only part of your application used to determine if minimum qualifications, as outlined in the job posting, have been met.

• The application is the legal document on file; resumes will not be reviewed to determine minimum qualifications.

Incomplete Applications

Applications will not be considered if:

• The Work Experience section is blank or lists “see resume.”

• Job duties are missing for any listed position.

• Month/Year employment dates are not included.

Notes

• Appointment to the vacancy or vacancies represented by this announcement is expected to be made from the eligible list created. However, at the discretion of the appointing authority, the position(s) may be filled by another method of appointment for a valid, articulated business reason.

• The selection process for State Classified positions may include exam(s) and/or interview(s) that require candidates to appear in person, at the candidate’s own expense.

• Pertinent updates to your application status can be obtained by logging into your candidate account.

• Salary is commensurate with relevant experience and/or education and will be determined in accordance with State Classified compensation policies.

• Current CSU employees should apply through the Jobs Hub in their Workday account.

For Current or Former Employees of the State of Colorado:

Per the requirements of the Step Pay Program implemented on July 1, 2024, any State employee must be paid a rate that is equal to or greater than the appropriate step pay rate within their classification’s pay range, based on completed years in their current class series as of June 30.

All current and former State employees must ensure that their entire work history within the State Classified System, including at Institutions of Higher Education, is included in the application so that time-in-series can be accurately calculated.

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.

Employment and Appeal Rights

If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination. Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging.

Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director’s Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director’s Administrative Procedures are available at www.colorado.gov/spb.

A standard appeal form is available at: www.colorado.gov/spb. If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: 303-866-5038. Phone: 303-866-3300. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.