About this role
Position Summary:
The Temporary Student Services Specialist supports the Fort Lewis College Registrar’s Office in the accurate and timely processing of student academic records and enrollment transactions. Working primarily in Workday Student and other records-management systems, the position provides additional operational capacity for the Registrar’s Office while assisting students, faculty, staff, and other College offices with routine records and registration needs. The position performs a variety of transactional and administrative functions that may include registration changes, academic program changes, transfer and other external credit processing, graduation-related processing, enrollment verification, document management, records research, and other student records activities. The specialist reviews requests for completeness and accuracy, applies established College policies and procedures, identifies discrepancies, and refers complex or unusual cases to permanent Registrar’s Office staff. The successful candidate will be detail-oriented, comfortable learning technology and complex administrative procedures, and capable of managing a substantial volume of work accurately. Because the position works extensively with confidential student information, the employee must exercise sound judgment and maintain student privacy in accordance with the Family Educational Rights and Privacy Act (FERPA) and College policy. This temporary position is intended to provide additional processing capacity to the Registrar’s Office and will work closely with Registrar’s Office staff and, as appropriate, other areas within Enrollment Management.
Job Description:
Essential Functions and Responsibilities
Academic Records and Registrar Operations
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Processes routine student record transactions in Workday Student and other College systems in accordance with established procedures.
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Reviews and processes requests involving registration, add/drop transactions, withdrawals, academic program changes, enrollment verification, graduation, and other academic record functions.
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Assists with processing transfer credit and other external credit, including transfer coursework, Advanced Placement (AP), International Baccalaureate (IB), and other approved forms of credit.
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Reviews submitted forms and requests for completeness, accuracy, and compliance with established procedures; researches discrepancies and refers cases requiring policy interpretation or exceptions to appropriate Registrar’s Office staff.
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Assists with graduation and degree-completion processing, including reviewing student records, processing applications and record updates, and supporting commencement-related activities.
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Performs document management activities, including indexing, scanning, organizing, and maintaining student records in electronic records-management systems.
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Fulfills orders for official transcripts and replacement diplomas.
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Researches student records and historical institutional information in response to requests from students, alumni, faculty, staff, and other authorized parties.
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Assists with data review, quality assurance, and correction of student records.
Student and Campus Support
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Responds to routine questions from students, faculty, staff, alumni, and other constituents regarding registration, academic records, transcripts, enrollment verification, graduation, and Registrar’s Office procedures.
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Monitors and responds to requests received through email, Slate Student Success, telephone, and other service channels.
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Explains College policies and procedures and helps students understand the steps necessary to complete Registrar-related transactions.
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Provides support to Skyhawk Station and other Enrollment Management offices regarding Registrar’s Office processes and student record questions.
Systems, Compliance, and Process Support
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Uses Workday Student, Slate Student Success (CRM), Perceptive Content, Microsoft Office, and other College systems to research records and complete assigned work.
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Maintains the confidentiality and security of student records in accordance with FERPA, College policy, and applicable state and federal requirements.
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Follows documented business processes and contributes to the development and maintenance of Registrar’s Office procedures and training materials.
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Identifies recurring processing problems, inconsistencies, or potential workflow improvements and communicates them to permanent Registrar’s Office staff.
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Participates in training and cross-training necessary to perform assigned Registrar’s Office functions.
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Performs other related duties as assigned.
Required Education, Specialized Skills and Experience
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Associate degree or equivalent combination of education and relevant experience;
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Experience working in an office or service environment
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Demonstrated ability to learn complex computer systems and administrative procedures
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Strong attention to detail
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Knowledge of Microsoft Office software, including Outlook, Word, and Excel
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Ability to organize and prioritize a high volume of work;
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Good written and verbal communication skills
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Ability to handle confidential information appropriately; proficiency with common office technology. Preferred Education, Specialized Skills and Experience
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Two (2) or more years experience in a college or university enrollment services or advising office.
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Bachelor’s degree from an accredited institution
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Experience using specialized software applications for student records management, such as Workday, Perceptive Content, and Slate Student Success.
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Knowledge of best practices in academic records management. Reports To / Supervisory Responsibility
This position reports to the Assistant Registrar and has no supervisory responsibilities.
Work Environment
The work environment characteristics described here are representative of those that an employee can expect while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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Moderate noise (i.e. business office with computers, phone, and printers, light traffic).
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Ability to work in a confined area.
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Ability to sit at a computer terminal for an extended period of time. Physical Demands
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The physical demands described here are representative of those that must be met by the employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function
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While performing the duties of this job, the employee is regularly required to, stand, sit; talk, hear, and use hands and fingers to computer and telephone equipment
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Specific vision abilities required by this job include close vision requirements due to computer work
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Light to moderate lifting is required Travel
Travel is expected to be less than 5% of the time for this position.
FLSA Status/ Position Type/Expected Hours of Work/ and
Salary
- Exempt from State Classified System.
- Paid Hourly
- Full Time 1.0 FTE
- Temporary- end 6/30/2027
- Full Year
- Typical Work hours are Monday to Friday 8:00 am to 5:00 pm
Compensation
- Salary is $22.40 per hour, plus a comprehensive benefits package.