Records & Registration Specialist

This posting is for multiple position(s) at our campuses located in Fort Collins, CO (Larimer Campus) and Longmont, CO (Boulder County Campus).

Please select your campus(es) of interest in the application.

Who We Are

With three campuses along Colorado’s Front Range, FRCC is the state’s largest community college. We enroll close to 28,000 students annually from our diverse service area, which offers a variety of cultural and recreational activities.

Each year approximately 5,000 FRCC students transfer to four-year universities and FRCC offers more than 36 career training programs that prepare students for immediate employment and rewarding careers. Last year, more than 5,000 high school students took concurrent enrollment classes with us, earning college credit without having to pay college tuition. And we were recently ranked as one of the “Top Online Colleges” in the country by Newsweek.

One of FRCC’s main goals is to offer educational excellence for everyone. The college’s strong commitment to student success means we start by creating an inclusive and equitable environment—one where both students and employees feel they belong and are supported. FRCC’s focus on diversity, equity and inclusion is woven into the fabric of our college conversations and decision-making processes. We are actively seeking to hire a workforce that reflects the diversity of our student body.

The college is also an emerging Hispanic Serving Institution. For us, becoming an HSI is an intentional commitment to being a college where our Latinx (and other historically marginalized) students thrive.

FRCC employees and leaders work hard to create a culture of collaboration, innovation and pride. We’re looking to hire people who share these values—along with our commitment to student success, equity and excellence.

Who You Are

The Registrar's Office plays a vital role in supporting students, faculty, and staff by managing academic records, registration processes, and other key administrative functions. It is responsible for maintaining the integrity and accuracy of student records, including grades, transcripts, and degree audits. The Registrar office handles course registration, manages enrollment data, and processes changes such as course adds, drops, and withdrawals. Additionally, the Registrar’s Office ensures compliance with academic policies and federal regulations, such as Family Educational Rights and Privacy Act (FERPA), which protects student privacy. 

As the Records & Registration Specialist, you will support student registration and records management, provide front-line customer service, and contribute to the overall operations of the Registrar’s Office. Key responsibilities will include managing course registration and cancellations, maintaining accurate student records in compliance with institutional and regulatory policies, and responding to inquiries from students, faculty, and staff. This role also involves generating reports, ensuring data integrity, processing record requests, and supporting departmental initiatives and events.

The ideal candidate will demonstrate strong technology and computer skills, attention to detail, customer service skills, and adherence to FERPA regulations are essential to ensure smooth and effective service delivery.

This position does have the opportunity to work remotely occasionally but does require a strong on-campus presence. It includes periodic travel to all three FRCC campuses, with occasional evening and weekend hours required to support various activities and ensure seamless operations.

Please note: You need to be a Colorado resident on your first day of employment. Also, Front Range Community College is an E-Verify employer.

SALARY: $51,102 - $53,657 annually

The salary range reflects the minimum and maximum starting salary for the position. When determining the starting salary for a new employee, FRCC takes into consideration a combination of the selected candidate’s education, training and experience as it relates to the requirements of the position, as well as the position’s scope and complexity, internal pay equity and external market value.

BENEFITS: For information about benefits, please view APT & Faculty Benefits.

SELECTION PROCESS: Position will remain open until filled with a priority deadline of June 9, 2025. This posting may be used to fill multiple or similar positions.

Preliminary screening will be made on the basis of a completed application package submitted by the candidate. In your application, please include a resume and cover letter that specifically addresses how your background and experience align with the requirements, qualifications and responsibilities of the Records & Registration Specialist.

Primary Duties

Technology Support:

• Manage all aspects of the registration process, including reviewing and processing forms to ensure accuracy, completeness, and proper data entry in the system.
• Process course cancellations promptly, verifying information and communicating updates to stakeholders and students.
• Respond to student inquiries and resolve issues related to course registration and cancellations.
• Maintain accurate and up-to-date records of all registrations and cancellations, ensuring data accuracy and consistency ensuring integrity of the database.
• Assist with registration setup and conduct quality assurance checks to ensure data accuracy and consistency.
• Prepare and generate reports on course registrations and cancellations for management and decision-making purposes.

Student Records Management:

• Access and update student records in the Banner Student Information System, ensuring accuracy and confidentiality.
• Maintain and verify demographic information and investigate and resolve discrepancies in collaboration with departments such as Advising and Academic Affairs.
• Process and maintain student records in accordance with the Colorado Community College System (CCCS) Records Retention Plan, the State of Colorado’s State Records Management Manual, and institutional and regulatory guidelines.
• Manage records related to student grades, including processing grade changes, default grades, and other adjustments in compliance with college policies and as college catalog guidelines.
• Fulfill record requests such as enrollment and degree verifications while adhering to FERPA regulations.
• Maintain detailed record logs of all requests and verifications within the system for tracking and auditing purposes.
• Serve as the department’s signature authority for enrollment verifications and loan deferments, working closely with reporting agencies to ensure timely and accurate processing.

Customer Service:

• Provide in-person, email and phone support to students, faculty, and staff, by addressing inquiries, resolving issues, and offering clear and accurate guidance.
• Respond to inquiries promptly and professionally across multiple channels, including email, phone, ticketing system, and forms.
• Research and resolve issues related to student records or registration, making necessary updates as needed.
• Collaborate with various departments to resolve conflicts, implement changes, and address challenges encountered by students and staff.
• Ensure compliance with Family Educational Rights and Privacy Act (FERPA) and institutional policies and guidelines when managing student records and ensuring privacy.
• Deliver timely accurate information regarding student records, registration procedures, and policies, to ensure a high level of service and stakeholder satisfaction.

Registrar Department and Division Support:

• Support departmental processes as needed, including handling documentation, managing workflows, and contributing to overall department initiatives efforts.
• Provide back-up support in areas outside of primary responsibilities to ensure smooth operations and coverage across the departments.
• Participate in departmental and divisional committees as requested.
• Assist with college events and division-led activities aimed at enhancing student support, enrollment and retention as requested.

Required Competencies

• Mission, Vision & Values: Embraces the mission, vision and values of FRCC. Understands the importance of the work that you do to support institutional goals.
• Student Centeredness: Places the student at the center of your work. Adopts a philosophy that makes the ability to serve the student the cornerstone of the work that you do.
• Data Usage: Looks at the data within the department, paying particular attention to what the data shows about the department's performance and student impact. Works with the next level supervisor to brainstorm changes that can be implemented to improve a program or service that the department provides.
• Cultural Self-Awareness: Examines own beliefs and acknowledge own biases and how they have impacted or may impact the ability to serve students.
• Cultural Competence: Becomes knowledgeable about the ways to communicate and support students of other backgrounds. Changes approach to reflect the new learning.
• Equity Mindedness: Views department operations through an equity lens. Calls attention to processes that lead to inequity in serving students. Understands the College's equity goals and how your role supports FRCC's ability to achieve those goals.
• Operational Planning: Has an understanding and knowledge of the college's various strategic plans and understand how your work supports each of them. Understands the department's expectations to find proactive ways to support the goals of the department.
• Leading from the Middle: Leads from your position by not only closely examining your responsibilities for the department, but in bringing forward ideas to your supervisor the college should consider to be more student centered.
• Team Building: Participates in team building exercises and builds positive and collaborative relationships with colleagues both within the department and in other departments within the college.
• Collaboration: Works with colleagues across departments to further student engagement.

Qualifications

Required Education/Training & Work Experience:

• An associate degree and two (2) years of experience working in databases, with records and/or reviewing and analyzing data.

OR

• A Bachelor’s degree and demonstrated experience databases, with records and/or reviewing and analyzing data.

AND

• Familiarity with business process, data entry, and FERPA.
• Outlook, Excel, and any Student Information system.

Preferred Education/Training & Work Experience:

• Ability to communicate effectively in Spanish.

Welcoming. Respectful. Inclusive. Together, we are FRCC.

For information on Front Range Community College’s Security, including Clery Act/Crime Statistics for the campuses and surrounding area, view FRCC’s Annual Security Report (Download PDF reader).