Student Services Specialist II

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.

APPEAL RIGHTS:
If you receive notice that you have been eliminated from consideration for this position, you may file an appeal with the State Personnel Board or request a review by the State Personnel Director.

An appeal or review must be submitted on the official appeal form, signed by you or your representative. This form must be delivered to the State Personnel Board by email (dpa_state.personnelboard@state.co.us), postmarked in US Mail or hand delivered (1525 Sherman Street, 4th Floor, Denver CO 80203), or faxed (303.866.5038) within ten (10) calendar days from your receipt of notice or acknowledgement of the department’s action.

For more information about the appeals process, the official appeal form, and how to deliver it to the State Personnel Board; go to spb.colorado.gov; contact the State Personnel Board for assistance at (303) 866-3300; or refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov under Rules.

Notice to Prospective Employees:
 The Fort Lewis College is required by the Clery Act of 1990 to notify prospective employees, current employees, students and applicants where to access our Campus Security Report.  The report is updated and published annually in accordance with the Higher Education Amendments of 1998, Federal Student Right-to-Know, the Federal Drug-free Schools and Campuses Act of 1989. This report contains information about:

• Fort Lewis College's alcohol and other drug policy
• Sexual assault policy
• Campus security policies
• Campus/community resources
• The Colorado Riot Offense Statute restriction on enrollment
• Where to find registered sex offender information
• Crime statistics for the previous three calendar years
• Reporting crimes

 
 The Campus Security Report can be accessed in two ways:
By going to the internet website at:   www.fortlewis.edu/AnnualSecurityReport Fort Lewis College Student Affairs Office will also provide a paper copy of the annual security report upon request.   You can reach them at (970) 247-7331.

Equal Opportunity
Fort Lewis College does not discriminate on the basis of race, age, color, religion, national origin, sex*, disability, sexual orientation, gender identity, gender expression, family or domestic status, political beliefs, veteran status, pregnancy, or genetic information. Accordingly, equal opportunity for employment shall be extended to all persons. The College shall promote equal opportunity, equal treatment, and affirmative action efforts to increase the diversity of students, faculty, and staff. The College is dedicated to building a culturally diverse and pluralistic faculty and staff committed to teaching and working in a multicultural environment. To file a report, get resources, read policies, or make an appointment, See www.fortlewis.edu/CARE.

Other discrimination questions

Office of the Equal Opportunity Coordinator
David Pirrone
165 Education Business Hall
1000 Rim Drive
Durango, Colorado 81301
(970) 247-7182 djpirrone@fortlewis.edu

Questions about Title IX sex discrimination
Office of the Title IX Coordinator
Madeleine Gillman, Assistant Director of Compliance and Title IX Coordinator
230 Skyhawk Station
1000 Rim Drive
Durango, Colorado 81301
(970) 247-7049 mgillman@fortlewis.edu

Information about Fort Lewis College’s alcohol and drug policy, sexual assault policy, campus security policies, campus crime statistics, fire safety procedures and fire statistics, and campus/community resources can be found in the Annual Security and Fire Safety Report. Hard copies are available upon request.

* Title IX of the Education Amendments of 1972 and Part 106 of the Code of Federal Regulations (CFR) prohibit discrimination on the basis of sex, including in admission and employment. Inquiries about the application of Title IX and CFR 106 to Fort Lewis College may be directed to FLC's Title IX Coordinator and/or to the Assistant Secretary for Civil Rights of the Department of Education.

ADAA Accommodations
Any person with a disability as defined by the ADA Amendments Act of 2008 (ADAAA) may be provided a reasonable accommodation upon request to enable the person to complete an employment assessment. To request an accommodation, please contact Kristin Polens by phone 970-247-7459 or email kpolens@fortlewis.edu at least five business days before the assessment date to allow us to evaluate your request and prepare for the accommodation. You may be asked to provide additional information, including medical documentation, regarding functional limitations and type of accommodation needed. Please ensure that you have this information available well in advance of the assessment date.