Graduate Academic Records Specialist

Position Summary:

Job Description:

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.

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.

Western is unable to sponsor work authorization for this position.

Minimum Qualifications: Bachelors 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; 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: Masters 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.

Schedule: This position may be structured between 28 to 40 hours per week depending on the candidates desired work schedule with the possibility of hybrid or remote work arrangements.

• Weekly hours: Flexible between 28 40 determined at the time of hire and consistent week to week with the option to revisit annually.

• Work arrangement: Remote or hybrid options available. Candidates with proven success in remote roles will be prioritized for consideration for a fully remote work arrangement.

• Remote readiness: Candidate must have a reliable home office setup including a stable internet connection and a workspace conducive to remote work.

• Schedule expectations: Must be able to collaborate during core business hours 8:00 am - 5:00 pm Mountain Time Monday - Friday and participate in periodic virtual team meetings or occasional in-office days if hybrid.

Compensation: $25.00 - $26.44 per hour (the equivalent of $52000-$55000 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 Required attachments for your online application include a cover letter resume and contact information for three references. Direct questions to Marlo Frazier search committee chair at

Application deadline is October 5 2025 at 11:59 PM (MT). The first review of applications will begin on October 6 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 3700 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. Please see ourdiversity statement and ourDEI Committee charge.

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-winningGunnison 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 7700 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 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. Please see our diversity statement and our DEII Committee charge.

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 or .

WESTERN COLORADO UNIVERSITY IS AN EQUAL OPPORTUNITY EMPLOYER INCLUDING DISABILITY/VETERANS