Job Details

Transcript Coordinator

Requisition Number: 67612
Location: Boulder Colorado
Employment Type: University Staff
Schedule: Full Time
Posting Close Date: 12-Oct-2025
Date Posted:

Job Summary

The Enrollment Management division at CU Boulder invites applications for a Transcript Coordinator! The Transcript Coordinator exists to provide the Enrollment and Records Services (ERS) unit within the Office of the Registrar with consistent and professional representation to clients, both internal and external, and support for all programs and services in the ERS area. It acts as the lead for the training and delegation of key records services such as transcripts, grade replacement, and National Student Clearinghouse (NSC) error reporting. Responsible for ensuring successful operation and delivery of transcripts in the vended software. This position assists the Systems and Data team with testing and troubleshooting, updates, and functionality in Campus Solutions. It maintains and updates the transcript storefront with the vendor and related communication for the Office of the Registrar's webpage and eMemos. It is responsible for training new team members on transcripts and other records services; and reviews business processes for improvement, including how transcripts are delivered and priced. Critical thinking, assessment of data and collaboration with internal and external constituents is required. This individual provides superlative and inclusive customer service and skilled support to students, parents, alumni, staff, faculty and the public regarding transcript, withdrawal, leave of absence, and other records-related procedures and policies. The Transcript Coordinator has a strong command of Boulder campus administrative and academic offices, as well as the breadth of services offered and stakeholders served by the Office of the Registrar. CU is an Equal Opportunity Employer and complies with all applicable federal, state, and local laws governing nondiscrimination in employment. We are committed to creating a workplace where all individuals are treated with respect and dignity, and we encourage individuals from all backgrounds to apply, including protected veterans and individuals with disabilities.

Who We Are

The Office of the Registrar, in support of the educational mission of CU Boulder, ensures the integrity and security of academic records and provides enrollment and academic support through innovative systems and outstanding service to students and other partners.
We demonstrate leadership, excellence and integrity in all we do to improve the academic experience for CU Boulder students and other collaborators through ongoing innovation, collaboration, inclusiveness and quality service.

What Your Key Responsibilities Will Be

Transcripts Process Lead

• Administer all aspects of the Office of the Registrar's transcript services, including preparing batch processes, attachments, legacy transcripts and more. The lead interfaces with the CUSIS and transcript systems to ensure the successful operation of account creation and ordering; the receiving, creating and fulfilling of all transcript orders; ensuring successful delivery of official transcripts (PDF and XML) within the established service level agreements. Report and follow through on issues to ensure resolution and notify management of any problems and ideas for improvement.
• Assist customers in determining if their hardware or software is supported by CU and Parchment systems and advise accordingly. Determine which holds can be overridden for transcript processing. Use OnBase to research and verify records. Update legacy records and submit tickets accordingly. Develop, publish, and update order forms on the website and shared drive. Frequently review the customer facing instructions, helper text and canned emails, transcript keys and any other transcript related information and publications as necessary.
• Reconcile revenue from transcript orders to expenses charged by Parchment and FedEx. Provide metrics and numbers to determine the volume of transcripts delivered, cost/profits, emails, phone calls, and walk-ins. Train student workers or back-up support on the procedures and policies for answering questions and/or processing transcript work. Help negotiate solutions, modification requests, and canned reports with the transcript vendor as needed. Provide information and training, as needed, on student data privacy rights.
• Propose changes, updates, and improvements to the transcripts delivery systems and models. Use metrics to help determine trends or issues in regard to customer interactions. If proposals are approved, assist with testing system functionality and coordinating with OIT, UIS, and Systems and Data to implement changes. Once changes are in place, this position will ensure changes are updated and communicated as appropriate. Understand, contribute to and support the Colorado EDX Transcript Implementation Committee and role of CU Boulder in sending/receiving electronic (XML/EDI) transcripts.
• In collaboration with the Assistant and Associate Registrar, support projects related to the digital academic credential innovation and implementation. Initial projects include exploration around the creation of a comprehensive learner record (CLR) to help CU Boulder students better reflect a full range of verifiable accomplishments and experiences (community service, co-curricular engagements, student activities, micro-credentials, etc.).
• Provide administration for the NameCoach application on the CU Boulder campus. Outreach to our campus partners on how to use and leverage NameCoach for their student or staff populations. This includes uploading files to create event pages. Troubleshoot errors for students, staff and faculty users for NameCoach

Business Innovation and Data Collection

• Research current practices, by gathering vital constituents and documentation and perform audits of registrar business processes to ensure that the ERS team and the Office of the Registrar meet or exceed customer expectations. Observe, learn and assess various processes, such as conducting time and motion studies or storyboarding business processes, benchmark current business processes against peer institutions, review and improve business process documentation, use audit techniques to collect and analyze data, and use desired outcomes to interpret current resource usage in order to identify areas of opportunity.
• Manage Client Services reporting tools to understand traffic, interaction and processing metrics. Use PowerBI and other university provided tools to create reports based on ServiceNow and Google Sheets data. Requires consulting with end users, content owners to establish effective reports. Use on-campus technology to automate or improve data reporting.
• Understand data and tools used to recognize when services aren't functioning properly and perform basic troubleshooting operations. Recommend enhancements and improvements to transactions and systems through data-driven proposals. This includes recommendations for improvement to existing vendor solutions, Campus Solutions functionality, portal interfaces, student web transactions, business processes, and more.
• Work with the reporting and development teams to develop reports, customizations, and implement various platforms. This includes assisting all ERS members with reporting metrics and dashboards. Test solutions and measure improvements. Create or collaborate on implementing automated tools and work with end users to efficiently update processes and ensure successful implementation.

Enrollment and Records Specialist

• This position acts as a records specialist in the records area of the ERS Team. This includes processing data transactions, increasingly handled via electronic methods such as web-based applications, electronic forms and workflows, VBA macros, browser-based iMacros, and other script/code-based tools that require basic technical skills to operate and troubleshoot. Maintain a wide-breadth of knowledge regarding records and processing. Provide support to enrollment specialists for the purpose of backup as well as business process improvement.
• As a specialist, this position also assists with other records changes including: registering students for Intercampus Enrollment; assist with course reservation requests; assist faculty/staff with using the tuition benefit; process IUTs, graduate to PhD changes; assist with registration and records related processing; research and reconcile COF record errors; support Study Abroad registration; make changes in the Campus Solutions or on Permanent Records Cards (PRC); process submitted forms and electronic files, including late drops, record change forms, grade cards, bio/demo information changes, deferrals, new student cancellations; and other duties as assigned. In addition, this includes researching and completing NSC error reports submitted various times each semester. This position will review, triage, and resolve the National Student Clearinghouse error reports, multiple times each term, that are generated from student enrollment reporting. This position liaises with System and Data team on various processes and reports related to ERS functions.

Communication/Customer Service

• At all times, represent the Office of the Registrar in a consistent and professional manner to a wide variety of customers with diverse backgrounds, needs, abilities, cultures, and expectations. Apply exceptional customer service skills through phone calls, chats, emails, and walk-ins always engaging with customers in a courteous and efficient manner. Provide accurate and complete information, and transfer customers to the appropriate areas as needed. Provide customer support via various media, such as: logging into the automatic call distribution system, especially during times of peak customer contact; engaging in live web-based user support chats or video conference sessions; assist with internal campus administrative trainings; in all cases representing the office with utmost professionalism.
• Support integration of Client Services customer service operations, research and apply current customer service best practices, and gather and assess qualitative customer data to continuously improve the reputation of the office.
• Exercise judgment, problem solving, and decision-making skills regarding complex situations and/or questions. Research answers when uncertain to ensure accuracy of information disseminated. Includes handling non-routine registration situations and disseminating important registration-related program information to Office of the Registrar staff.
• Maintain current and accurate knowledge of multiple services, regulations/laws/policies, and service level agreements, including registration, drop/add, FERPA, COF, residency, grading, university withdrawals, transcripts, verifications, degrees and diplomas, study abroad, and more. Observe gaps in customer service expectations vs. service delivery and make suggestions for continuous improvement. Share pertinent information with colleagues and campus constituents via proper channels and forums to ensure consistency and accuracy within the unit, the department, and the campus.

What We Can Offer

• The annual salary range is $53,000 - $54,500.

Benefits

The University of Colorado offers excellent benefits, including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder.

Be Statements

Be proactive. Be strategic. Be Boulder.

What We Require

• A bachelor's degree from an accredited four-year institution.
• Equivalent combination of education and experience may substitute.
• Knowledge of registrar office functionalities through experience in a university registrar's office, or a university enrollment management or student services office (e.g., financial aid, admissions, bursar).

What You Will Need

• A strong commitment to customer service.
• Experience working with a student information system and imaging system.
• Experience using databases and computer systems for processing time-sensitive and confidential materials.
• Ability to perform professional, courteous and accurate customer service in a fast-paced, high-volume environment.
• Strong organizational, planning, and analytical skills.
• Excellent written and verbal communication skills.
• Ability to work effectively with all levels of an organization.
• Demonstrated good judgment in decision-making.
• High emotional intelligence, ability to get along effectively with others and manage differences skillfully.
• Ability to learn and use third-party secure platforms to fulfill data requests and error resolution.
• Ability to adapt to rapidly changing technology and business practices and to communicate relevant information in an effective, accurate and professional manner.
• Knowledge of auditing current processes to determine areas for improvement.
• Strong MS Excel, Word, Access and PowerPoint skills.

Special Instructions

To apply, please submit the following materials:

1. A current resume.
2. A cover letter that specifically tells us how your background and experience align with the requirements, qualifications, and responsibilities of the position.
We may request references at a later time.
Please apply by October 12, 2025, for consideration.
Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs.
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.


To apply, visit https://jobs.colorado.edu/jobs/JobDetail/Transcript-Coordinator/67612







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