FT Staff: Records Specialist-Transfer Credit

Records Specialist-Transfer Credit

Reporting to the Registrar, the Records Specialist Transfer Credit provides frontline administrative and technical support within the Office of the Registrar and serves as a primary point of contact for students, faculty, staff, and external stakeholders. This role is responsible for delivering exceptional customer service, processing transfer credit evaluations, handling registrar-related documentation, and maintaining accurate student records. The specialist ensures the efficient operation of daily registrar functions while upholding institutional policies and regulatory requirements.

Essential Job Functions:

• A. Transfer Credit & Academic Records Processing Process course transfer credit evaluations in accordance with university policies and maintain detailed and accurate documentation.
• Communicate with students, academic departments, and external institutions to verify course information and resolve transfer-related inquiries.
• Perform accurate data entry and updates to student records, ensuring compliance with FERPA and institutional standards.
• B. Customer Service and Communication
• Answer and route incoming telephone calls; provide clear, accurate information regarding registrar services, policies, and procedures.
• Serve as the primary in-person and virtual point of contact to assist students, faculty, staff, and external customers with questions or requests.
• Manage incoming and outgoing internal and external mail, ensuring timely distribution and handling.
• C. Registrar Forms & Documentation Processing
• Review, process, and track all registrar-related forms, including add/drop requests, name or address changes, enrollment verifications, and other academic record updates.
• Process transcript requests, diploma requests, and replacement document requests with a focus on accuracy and confidentiality.
• Support graduation audit processes by reviewing graduation application submissions, verifying required documentation, and routing items for final approval.
• D. Registration & Enrollment Support
• Assist students throughout the registration process, including schedule changes, troubleshooting registration issues, and providing policy guidance.
• Help maintain accurate and timely updates to the student information system related to enrollment and academic records.
• E. Administrative Support
• Maintain organized digital and physical filing systems to support efficient retrieval of academic records and office documentation.
• Assist with preparation and distribution of official communications, notices, and reports as directed by Registrar's Office leadership.
• Provide general administrative support to the Registrar and contribute to process improvements and special projects as assigned.
• Other Duties as assigned.

Supervisory Responsibilities None

Minimum Job Qualifications Education and/or Experience:

Three years of related work experience in customer service and administrative support. Associate Degree Specialized computer skills training with proficiency in mail merge, email, basic spreadsheet functions, proper document preparation and formatting, and general business protocol.

Prefer Experience in an institution of Higher Education: Bachelor's Degree Or an equivalent combination of training and experience.

Qualifications Strong customer service and communication skills. Ability to manage confidential information responsibly and professionally. Strict adherence to FERPA and institutional privacy standards is required when handling sensitive student records. Excellent organizational skills and attention to detail. Proficiency with student information systems and general office software. Ability to develop and maintain thorough familiarity with the university undergraduate catalog and apply academic policy to specific tasks. Ability to be an effective team player in a busy, fast-paced office environment. Proficiency with the Microsoft Office Suite and the ability to learn new systems quickly. Ability to multitask, prioritize workload, and manage competing deadlines. Must work extended hours leading up to commencement and the day of commencement. Must be able to work flexible hours when necessary.

Certificates, Licenses or Registrations None

Other Competencies:

Must have a philosophy that is consistent with the Mission, Vision and Core Values of the organization. Vision, commitment, and experience in achieving goals and pursuing excellence is critical. Strong oral and written presentation skills. Ability to work well independently and as a member of a team. Excellence in organization, decision-making, problem-solving and creating a collaborative environment. Ability to manage multiple projects simultaneously. Must be able to read, write and speak fluently in English.

Physical Demands:

Ability to sit or stand for up to 8 hours/day. Some lifting (up to 25 pounds occasionally), bending, and carrying. The employee is regularly required to talk and hear, and to use hands and fingers to handle or feel; ability to endure long travel times.