Process And Reporting Specialist
Position Summary
This position is part of the Academic Records and International Student Support team within the Office of the Registrar and supports core academic records operations. Key responsibilities include student record maintenance, registration adjustments, workflow and forms administration, reporting, compliance support, and customer service.
The role supports a wide range of functions, including maintaining student record confidentiality in accordance with FERPA; processing record updates in alignment with federal, state, and institutional regulations; ensuring data integrity across student information systems; managing reports, exception processing, and recurring operational cycles; and supporting National Student Clearinghouse reporting and related compliance activities. The position also assists with eligibility verification for athletics and student organizations, as well as inter-institutional records processing.
This position contributes to the development, maintenance, and continuous improvement of academic records processes and workflows. It collaborates with academic and administrative departments on complex records-related matters, supports training efforts, and assists with operational continuity. Additional responsibilities may include system testing (e.g., Banner), website content updates, and process improvement initiatives.
Success in this role requires strong functional knowledge of student information systems, exceptional attention to detail, and the ability to manage multiple priorities while maintaining a high level of accuracy, professionalism, and customer service.
Key Responsibilities
75% - Support of Records and Registration area:
- Research and address registration and records discrepancies - which are numerous and varied. This work requires extensive knowledge of the Student Information System and a comprehensive understanding of the University's policies and procedures.
- Assist departments with registration questions/issues as needed.
- Manage registration adjustments, including administrative drops, Institutional Corrections, departmental requests, late enrollment, Registration Transaction Disputes, and other requests.
- Responsible for processing all reports within the Records and Registration area: curriculum errors, Inter-Institutional, grade reports, National Student Clearinghouse, others as needed.
- Collaborate with CU Denver and the Community College of Denver to exchange grades for all pooled and inter-institutional courses. Collects and processes final grades and grade changes from CU Denver and CCD.
- Manage and maintains the grade change workflow system and is the point of contact for academic departments on Lead Maintenance, role assignments, and training as needed.
- Manage the National Student Clearinghouse reporting and addressing data errors. This responsibility requires an in-depth knowledge of the student data and how the information is extracted from the system.
- Collaborate with the Dean of Students Office regarding student death notifications, processing within the Student Information System, and running quality assurance reports.
- Collaborate with Student Conduct regarding academic dishonesty and the processing of permanent F grades.
- Maintain data integrity within the Student Information System and all other systems that house student information within the Records and Registration area.
- Build and maintain forms to include Change of Information, Course Overload Petition, Fresh Start, Late Enrollment, Pass/Fail, etc.
- Establish procedures and update existing procedures continually.
- Assist in training new staff members, as needed.
- Assist with the Administrative Withdrawal and Inter-Institutional processes, as needed.
- Serve as a Designated School Official (DSO) for our international student population.
- Process international student updates in the Student Information System and the Student and Exchange Visitor Program (SEVIS).
25% - Customer Service:
- Must be professional, respectful, and maintain a high level of customer service.
- Support other individuals on the Records and Registration team and the Office of the Registrar, including student employees. This responsibility requires assisting with inquiries at the front counter, answering phones, and promptly responding to emails.
- Willingness to cross-train and collaborate with others.
- Willingness to work well under pressure and handle difficult situations professionally.
- Provide support to staff within the Records and Registration area during high-volume periods and when staff is out sick or on vacation.
- Respond to escalated email inquiries within 24 hours
Required Qualifications
- Bachelor's degree, or equivalent experience (2 years of experience per 1 year of education)
- Experience with a Student Information System (SIS) within a higher education environment, preferably in a Registrar, Academic Records, or Enrollment Services office
- Experience with data integrity and compliance reporting, including interpreting and resolving discrepancies
Preferred Qualifications
- Experience with National Student Clearinghouse (NSC) reporting and/or NCAA enrollment verification for student-athletes
- Ability to manage multiple platforms simultaneously (SIS, NSC, and related systems)
- Familiarity with SIS platforms such as Banner, Workday, or PeopleSoft
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