"Student Services Specialist II"

Job Details

Pay Rate:
24.45 USD

Position Summary:

The Registrar’s Office is the custodian of all academic records, student information systems, and related processes for Fort Lewis College. The office is responsible for the development, maintenance, management, and integrity of academic records, ensuring compliance with all applicable laws, policies, and guidelines. This includes functions such as registration, grade processing, degree audits, certifying graduation, maintaining archives, generating student transcripts, assisting in creating the master catalog and class schedule, transferring credits from other institutions, scheduling classrooms, and information management. This office also interprets and implements institutional, state and federal regulations, general education and degree requirements, and student rights as defined under FERPA. In addition, the Registrar’s Office oversees National Clearinghouse Reporting for Title IV compliance and reporting student information to the State of Colorado. The Registrar’s Office interacts regularly with and provides services to students, parents, faculty/staff, administrative personnel, and outside organizations. Priorities of the Registrar’s Office are maintaining accurate academic records and credentials, managing systems and processes to improve the student experience, facilitating students’ degree completions, and serving as a steward for data privacy and integrity.

This position assists students (prospective, current, and former) from matriculation through graduation and beyond with their educational records. The position also assists faculty and administration with enrollment management processes. All Registrar’s Office staff members must have the ability to excel in team and individual settings, multi-task, problem-solve, manage their time, and maintain positive experiences with students, staff, and faculty while thriving in a fast-paced environment. As part of the Registrar’s Office team, this position is responsible for maintaining academic records, supporting academic advising, and facilitating student success.

Applications will be accepted through 11:59 p.m. March 12, 2026.
APPLICATION PROCESS: Fort Lewis College has transitioned to Workday. Apply for this position by going to this link: https://fortlewiscollege.wd1.myworkdayjobs.com/FLC.

Please note that we do not accept applications through any other online job application website or app.

This position is onsite only, no remote or hybrid options are available. Starting hourly rate is $24.45 per hour. Prior confirmed State of Colorado state service in the Student Services Specialist Class Series may entitle candidates to a higher hourly wage.

You must submit a resume and a cover letter for this position. Please ensure your application materials specifically address how your job experience and skills translate to the work performed by this position.

Job Description:

MINIMUM QUALIFICATIONS

Five (5) years of relevant enrollment management experience

OR

A combination of related education and/or enrollment management work experience equal to five (5) years

PREFERRED QUALIFICATIONS

• Enrollment management experience in higher education
• Work experience in higher education
• Knowledge of Workday, Slate and National Clearinghouse
• Notary experience

REQUIRED COMPETENICES

• Analytical Skills
• Decision Making
• Communication skills
• Customer Service
• Job Knowledge
• Problem Solving
• Organizational Skills
• Teamwork

CONDITIONS OF EMPLOYMENT

A final job offer is contingent upon the satisfactory completion of a criminal background check. All background checks will be conducted in accordance with Fort Lewis College policy.

JOB DUTIES

Support Staff & Records Management 50%

• Receives, interprets, analyzes, and processes forms/requests submitted to Registrar’s Office by students, faculty, staff, potential employers and others. Processes transcript requests, student schedule change requests, enrollment verifications, release of information requests, grade change requests, incomplete grades, course additions, course withdrawals, Selective Service forms, degree verifications, change of major, minor, certificates, concentrations, catalog year, advisor requests, application for graduation, diploma replacement requests, and other forms. Resolves issues that arise while processing forms/requests by using sound judgement to effectively and knowledgeably communicate with students, faculty, and staff verbally and in writing.
• Responsible for all aspects of records management including utilizing best practices, applying institutional, state and federal regulations, and meeting reporting requirements. Addresses information requests made via email or through phone calls which will require problem solving, application of federal laws, knowledge of Fort Lewis College’s policy/procedures, communication with affected parties, and/or referral to other personnel, offices, and/or departments, as needed.
• Plays an integral role in a collaborative problem-solving team to identify flaws and improvements to workflows and procedures, and provides solutions and recommendations. Must utilize Microsoft Office suite, a student information system (SIS), and a variety of other academic records management systems; uses these systems to investigate and resolve complex student issues. Issues may include online course registration, holds on students’ records, pre-requisites, etc. Registers students, process add/drop transactions, monitor completeness and accuracy of forms. Identifies changes to procedures to improve workflow and customer service. Creates ad hoc reports to provide necessary data in timely manner to various end users.

Academic Records Transfer Evaluation 40%

Completes transfer credit evaluations for new degree-seeking students transferring from other institutions to Fort Lewis College (FLC) and for current students who have taken courses elsewhere after matriculation. Works with current students who intend to study abroad, or who are currently studying abroad and determines equivalency of credits from international institutions.

• Analyzes academic records (transcripts) and makes the decision to award credit based on institutional and state policies/procedures.
• Maintains knowledge of the institution’s policies with regard to transfer credits.
• Maintains knowledge of state policies regarding transfer credits, GT pathways, and transfer articulation agreements.
• Navigates the Transfer Evaluation System (TES) to determine course equivalencies.
• Awards transfer credit in Workday and uses the transfer evaluation workflow in Perceptive Content.
• Uses professional judgment in determining course equivalencies.
• Communicates with Fort Lewis College department Chairs and Associate Deans regarding transfer credits and major-specific degree requirements they might fulfill.
• Evaluates and awards credit for prior learning scores (AP, DANTES, IB, CLEP).
• Maintains active accounts for the Transfer Evaluation System and Transferology Lab.

Registrar Requests 10%

Participates in special projects and assignments as requested by the Registrar, including assistance with testing and student information system migration. Responds to internal as well as external requests to perform functions, develops communications and communication strategies, and provides services on behalf of the Registrar’s Office. The Registrar may assign additional responsibilities as needed. This includes, but is not limited to staff training, developing/documenting procedures, scheduling appointments, running reports, providing data to other offices, assisting with staff training, ordering supplies, and processing reconciliation of P-Card purchases. The specialist is also responsible for maintaining and monitoring imaging of documents. This position may represent the Registrar’s Office on committees, answer faculty questions pertaining to curriculum, procedures, and policies. May make purchases for the office. This may require product research for best product and price, preparation of project proposals, and in-person or online purchasing. This person may notarize transcripts, diplomas, and other documents. May assist with and provide information about the apostille process in Colorado.