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.

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.