What are the responsibilities and job description for the Graduate Academic Records Specialist position at Western Colorado University?
Position Summary:
Job Description:
Graduate Academic Records Specialist
Western Colorado University invites applications for a full-time Graduate Academic Records Specialist. Reporting to the Executive Director of the School of Graduate Studies (SGS), this position collaborates with graduate program teams, faculty, students, SGS staff, and other departments to support graduate student registration, enrollment, records management, and related academic processes and events. The role combines administrative, analytical, and compliance tasks to enhance operational efficiency in the School of Graduate Studies. This is an on-campus position with the potential for a hybrid work arrangement.
Responsibilities: The Graduate Academic Records Specialist maintains accurate academic records, ensures compliance with university policies, and facilitates effective communication regarding graduate curriculum, academic policies, and events. The position oversees registration processes, audits student progress, supports student information systems, maintains platforms and websites, organizes curriculum proposals, updates the graduate catalog, and plans SGS events. The role involves collaborating with stakeholders to support the mission of SGS and performing additional tasks as assigned.
Essential Functions are:
- Registration and Records Management: Oversee registration tasks, maintain accurate student records, ensure FERPA compliance, and resolve data errors. Serve as the primary contact for student record inquiries and collaborate with the Executive Director on student concerns.
- Degree Audit: Build and maintain academic requirements in Workday, audit degree progress, identify discrepancies, and ensure accurate reporting. Communicate progress issues to students, program directors, and staff, and collaborate with the Executive Director to resolve student concerns.
- Database and System Support: Assist in ensuring Workday SIS data integrity by implementing curriculum updates, troubleshooting system issues, and participating in system testing and enhancements. Leverage resources to identify and implement operational solutions. Maintain and update SharePoint sites to ensure information is well-organized, accurate, and accessible for faculty, staff, and students. Upload and manage transcripts and decision letters in the university admission CRM platform. Conduct regular SGS and graduate program website reviews to verify accuracy of information.
- Curriculum Coordination and Catalog Management: Organize and track curriculum proposals through the shared governance process. Support the Graduate Programs Committee Chair by scheduling meetings and maintaining accurate records. Update the graduate catalog annually and ensure policies and curriculum are accurate across platforms.
- Communication and Administrative Support: Serve as a point of contact for graduate academic records and policy inquiries. Ensure clear and timely communication with students, faculty, staff, and other stakeholders. Provide administrative support for scheduling, record-keeping, and data entry.
- Commencement and Event Planning: Plan and coordinate commencement activities and events, including the annual School of Graduate Studies Celebration of Distinguished Achievement in Graduate Studies, verify graduation rosters, manage regalia orders, and serve as a liaison on the Commencement Planning Committee. Collaborate with stakeholders to ensure clear communication of graduation requirements and event details.
- Take on other tasks and projects as directed by the Executive Director to support the mission and operations of the School of Graduate Studies.
Minimum Qualifications: Bachelor’s degree with proficiency in Office365; excellent interpersonal, written, and oral communication skills with the ability to convey complex information in ways that are understandable to diverse audiences; consistent with prompt outreach/response to stakeholders; demonstrated expertise in the areas of attention to detail, problem-solving, and analytical & critical thinking; strong organizational and time-management skills with the ability to be self-motivated to take ownership of responsibilities, complete time-sensitive tasks, and meet deadlines; proven ability to remain flexible and adaptable in managing unexpected changes and challenges; experience with various communication methods, including conducting virtual meetings on platforms like Zoom and engaging in direct conversations during meetings and events; experience organizing or facilitating meetings, including planning, scheduling, preparing agendas and materials, and/or providing logistical support.
Preferred Qualifications: Master’s degree or higher with working knowledge of student information systems, enrollment management database systems, or similar platforms; experience working in higher education, including data collection and analysis and student interactions; experience coordinating and executing large events.
Compensation: $25.00 - $26.44 per hour (the equivalent of $52,000-$55,000 annually). The position is FLSA non-exempt and overtime eligible. Western offers an excellent benefits package including shared premiums for a comprehensive health insurance plan, dental insurance, retirement plan, life insurance, and other insurance options. After one year of employment, Western provides free tuition for dependents enrolled full time in undergraduate programs for up to four years. Western has acquired local rental agreements for newly hired employees moving to the Gunnison Valley, which can serve as bridge housing. Upon hire, contact information for housing opportunities will be provided by the Human Resources department.
Application Procedure: Apply online at
www.Western.edu/jobs
. Required attachments for your online application include a letter of application that addresses your qualifications in alignment with the duties and responsibilities of this position, your resume, and contact information for three professional references.
Please direct questions to Marlo Frazier, search committee chair, at mfrazier@western.edu.
Application deadline is January 31, 2025, at 11:59 PM (MST).
Review of applications will begin immediately and continue until a successful candidate is hired.
Note: In compliance with the Colorado Job Application Fairness Act, in any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.
If a degree is required for employment, official transcripts (unopened or delivered directly to HR) are required upon hire; copies/scans submitted during application will not serve the purpose of official transcripts upon hire.
Additional Information on Western and Gunnison/Crested Butte
Western Colorado University is a public institution with an enrollment of ~3,700 graduate and undergraduate students, the majority of which reside on the campus and in the community. With average class sizes of 17 students, faculty and staff share a strong commitment to inclusivity and personalized, immersive education. They are student-oriented, collegial, enthusiastic, and engaged in the campus and community. Western is committed to continual growth in regard to diversity, equity, and inclusivity and promotes participation in DEI initiatives from students, faculty, staff, and the community.
The University is located in Gunnison, Colorado, a rural community 200 miles southwest of Denver and the gateway to Crested Butte, a world class ski community. K-12 students are served by the award-winning
Gunnison Watershed School District
. Both communities value the arts, quality of life, community-based wrap around services for children and adults, and continued personal growth and learning opportunities. At an elevation of 7,700 feet in the southern Rocky Mountains, the Gunnison Valley provides exceptional year-round outdoor recreational and cultural opportunities including summer arts and music festivals, mountain biking, skiing, kayak/rafting, rock climbing, hiking and camping… all within minutes of the campus.
Visit
http://www.western.edu
to learn more about the university.
An Equal Opportunity Employer, including disability/vets.
Western Colorado University believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. Western is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (for state classified positions, with preference given to military veterans), or any other protected status in accordance with applicable law.
ADAAA ACCOMMODATIONS:
Western Colorado University is committed to the full inclusion of all qualified individuals. As part of this commitment, Western will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or performing essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to the Office of Human Resources at HR@western.edu or (970) 943-3140.
WESTERN COLORADO UNIVERSITY IS AN EQUAL OPPORTUNITY EMPLOYER INCLUDING DISABILITY/VETERANS
About Us
At Western Colorado University our faculty members and staff share a strong commitment to an inclusive and personalized education and take pride in following a set of values that form our vision as a university. Our shared values of courage, growth, inclusivity, integrity and stewardship provide the foundation for our culture and our work. Our faculty and staff are student-oriented, collegial, enthusiastic, and engaged in the campus and community. With the Rocky Mountains as our laboratory, Western is a premier public provider of rigorous, immersive education for our undergraduate and graduate students. The curriculum provides professional flexibility where experiential learning and interdisciplinary approaches are valued. Employees have chosen Western because of the quality of life combined with rewarding careers.
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