Transfer Coordinator

Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process. Position Title: Transfer Coordinator Job Category: Academic Staff Employment Type: Terminal (Fixed Term) Job Profile: Adm & Rctmt Coord II Job Duties: The Admissions & Recruitment Coordinator II (working title of Transfer Coordinator) working in the Admissions Office will be responsible for the technical components of the transfer credit evaluation process used to award incoming and current student credit to include both domestic and international transfer credit and consultation regarding credits in the development of articulation agreements. This position will oversee the creation and maintenance of the transfer credit rules databases and coordinate the process of delivering timely and accurate transfer credit evaluations, with authority to post credit and determine equivalent credit. This position will work closely with faculty and department chairs to determine equivalencies requiring a closer review for consideration. When necessary, this position will assist with Admissions events and meet with prospective transfer students and their supporters. This position reports to the Associate Director of Admissions. Key Job Responsibilities: 65%: Work collaboratively with the other Transfer Coordinator to oversee and coordinate the evaluation of college level courses taken at other institutions (both international and domestic), tests awarding post-secondary credit (e.g. AP, IB, CLEP), and military credit and use authority to provide students with a UW-Stout transfer equivalency report. Consult with department chairs, faculty and program directors as necessary. 1. Evaluate institutional accreditations and transferable credit in accordance with UWSA and UW Stout Transfer Policies. 2. Maintain expert knowledge to apply policies from UW System, UW-Stout current catalog, and departments to transfer course acceptance. Resolve identified issues. Evaluate and make determinations on credit evaluations to include college/university transcripts, CLEP, AP, IB, military for domestic and international students. 3. Determine the UW-Stout equivalent in relation to UW-System policies, UW-Stout repeat policy and graduation requirements, and department or admission policies. Review final transcripts to ensure authenticity, accuracy of transfer data, and applicability. 4. Consult with department chairs, program directors or lead instructors, when necessary, for clarification of transfer course equivalencies. 5. Work collaboratively with the other Transfer Coordinator to evaluate, process, and post test credit (AP, IB and CLEP), military credit, and other post-secondary university/technical college credit. 6. Work in collaboration with the other Transfer Coordinator to determine coursework needing further evaluation. Coordinate the evaluation with internal and external stakeholders (i.e., department chairs, faculty, UW institutions, or technical college partners.) 7. In consultation with the Associate Director of Admissions review and process change of evaluation or transfer appeal requests initiated by students, advisors, or faculty. 8. Work with degree auditors in the Registrar’s Offices when needed relating to how transfer course may apply to a student degree plan. 9. Communicate with students regarding missing information as seen on provided transcripts or as identified in the National Student Clearinghouse. 10. Assist the Associate Director of Admissions with the development and maintenance of articulation agreements. Build and upkeep transfer rules as outlined within new and existing articulation agreements. 11. Remain informed on changes in accreditation of institutions both domestic and international. 20%: Work collaboratively with the other Transfer Coordinator to plan, develop, implement, and maintain/support the business and technical requirements used in the transfer equivalency tables/rules in our Student Information System (SIS) for all external entities (e.g., institutions, military, tests, etc.) This includes the review, maintenance, and audit of the equivalency database used in transfer evaluations affecting degree audits and university advising and the maintenance of Transferology, the public facing entity of our transfer rules. 1. Serve as a liaison to UW-Stout department chairs, sending equivalencies to them for review and corresponding with them as necessary concerning transfer equivalencies. 2. Maintain and update the computerized equivalency database in our SIS using unique coding to store transfer equivalencies from other schools. Work collaboratively with the other Transfer Coordinator and Associate Director of Admissions to identify new coding needed to accommodate policy, degree, and course changes. 3. Under the direction of the Associate Director of Admissions, interpret, implement and review the UW System undergraduate transfer policies. 4. Analyze the UW-Stout catalog to note course and policy changes that may affect transfer course equivalencies. 5. Analyze all UW System schools’ catalogs and other feeder schools for possible changes to their general education/university degree requirements. Make changes to equivalencies if warranted. Review previous course equivalencies against new course catalogs from other institutions for accuracy and resolve discrepancies. Communicate changes to other university personnel/students where appropriate. 10%: As needed, collaborate with the Transfer Admissions Team in providing an exceptional visit experience for prospective transfer students during daily visits and large campus events. Assist prospective transfer students and their supporters in understanding how their credits will transfer and apply at UW-Stout and educate them on the value proposition of the university. Support may include, but not be limited to: 1. Greet and serve as a resource to visitors to campus; cover front desk operations and serve as back up for transfer visits when needed. 2. Advise prospective and current students of transferability of coursework taken at other institutions by phone, email, drop in visitors, appointment, and by processing requested unofficial evaluations. 3. Assist at large scale admissions events. 5%: Miscellaneous responsibilities/other duties as assigned 1. As needed, serve as consult to the Associate Director of Admissions related to the transfer of credits and course equivalencies. 2. Attend and contribute to staff meetings. 3. Assist the Admissions Office in evaluating new procedures and programs. 4. Serve on both on and off campus committees as able and requested. 5. Perform miscellaneous duties as assigned. Department: The Admissions Office is responsible for recruiting and admitting students. The office hosts formal tours for prospective students and oversees the processing of undergraduate and graduate applications and transfer credits. Prospective students can apply directly to UW-Stout through the University system website or the Common Application. UW-Stout’s Admissions Office is committed to creating an inclusive campus community that is fully engaged in supporting student success. Candidates who have experience working collaboratively with diverse individuals and/or groups and who can contribute to fostering an inclusive environment are encouraged to identify their experience in these areas. Compensation: The salary range for this position is $45,000-$47,000 annually, commensurate with qualifications and experience. The University of Wisconsin-Stout does not offer H-1B or other work authorization visa sponsorship for this position. A successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment and for maintaining work authorization throughout the employment term. If you have questions regarding this, please contact our Human Resources office, Phone: View phone number on click.appcast.io. Required Qualifications: Bachelor's degree by start of employment. Experience working with student transcripts, transfer credit evaluations, academic advising, or related records/services. Ability to work both collaboratively as part of a team and independently on projects in a fast paced, customer service environment. Excellent interpersonal, communication, and customer service skills with the ability to establish positive interaction with students, co-workers, university staff, and faculty. Exceptional attention to detail. Preferred Qualifications: Master’s degree by start of employment or in-progress. Minimum of two years of experience in a higher education environment or related field. Familiarity with student information systems such as PeopleSoft, imaging systems, or related software/tools. Demonstrated ability to prioritize and organize a variety of competing priorities and projects simultaneously. How to Apply: Complete applications received by end of Wednesday, July 1, 2026, are ensured full consideration. Applications submitted after July 1, 2026, may be reviewed at the discretion of the search committee or until position is filled. To apply, click on the APPLY button or go to: Due to system limitations, applicants may upload no more than five (5) attachments. Please combine documents where appropriate. Required application materials: Cover letter (* See below) Curriculum vitae or resume All final candidates will be asked to provide names, email contact information, and/or phone numbers for three (3) references, with at least one being from a manager or supervisor, during the interview process. *Please use your cover letter to speak to each of the Minimum/Required Qualifications for this position as listed above. For each required qualification, describe your relevant experience, using specific examples from your work history to illustrate how your experience satisfies the requirement. Official transcripts required at time of hire. Contact Information: For questions regarding this position or recruitment, please contact: Search Chair: Antonio Freeman, Graduate Admissions Counselor Email: View email address on click.appcast.io If you need assistance with the online application process or if you submitted your application prior to uploading all the required application materials, please contact: Search Coordinator: Heather Knutson, HR Generalist Email: View email address on click.appcast.io Guidelines to ensure consideration: Applicants must complete all required fields and attach all required application materials. Within your cover letter address each of the Minimum/Required Qualifications specified for this position. For each required qualification, describe your relevant experience, using specific examples from your work history to illustrate how your experience satisfies the requirement. It is the policy of UW-Stout to provide reasonable accommodation to qualified applicants with disabilities. If you need assistance, or accommodation in applying because of a disability, please contact us using the information below. Employment opportunities will not be denied because of the need to make reasonable accommodation for a qualified individual's disability. The Universities of Wisconsin provides an excellent benefits package including participation in the Wisconsin State retirement plan, demonstrating our commitment to the diverse needs of our employees. Employee Benefits: To calculate the estimated value of your total compensation, use the Health & Retirement Contributions Estimator | Employee Benefits (wisconsin.edu) Employment is contingent upon the final candidate’s completing a criminal background check and being cleared to work by the Human Resources Office. Employment is also contingent upon the final candidate passing reference checks and an essential job function test, as applicable. The reference check process includes asking the final candidates’ professional references questions regarding employee misconduct, sexual violence, and sexual harassment. Reference checks must be conducted at a minimum with three professional references, at least one of which must be a prior supervisor. Final candidates with previous employment within the Universities of Wisconsin and State of WI agencies will be subject to additional reference checks. In response to a public records request, the Universities of Wisconsin will not reveal the identities of applicants who request confidentiality in their online application, except that the identity of the successful final candidate will be released. See Wis. Stat. sec. 19.36(7). UW-Stout is committed to providing safety and security of all members of our community in accordance with the Clery Act. For campus safety information and crime statistics visit: UW is an Equal Opportunity Employer Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or any other bases protected by applicable federal or State law and UW System policies. We are committed to building a workforce that represents a variety of backgrounds, perspectives, and skills, and encourage all qualified individuals to apply. The Universities of Wisconsin serve approximately 161,000 students. Awarding nearly 37,000 degrees annually, the Universities of Wisconsin is Wisconsin’s talent pipeline, putting graduates in position to increase their earning power, contribute to their communities, and make Wisconsin a better place to live. Nearly 90 percent of in-state Universities of Wisconsin graduates stay in Wisconsin five years after earning a degree – with a median salary of more than $66,000. The Universities of Wisconsin provides a 23:1 return on state investment. The Universities of Wisconsin also contribute to the richness of Wisconsin’s culture and economy with groundbreaking research, new companies and patents, and boundless creative intellectual energy. The Universities of Wisconsin and its employees are purpose-driven, people-focused, and committed to stewardship.