Records Specialist-Transfer Credit

FT Staff:
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. The role ensures exceptional customer service, processes transfer credit evaluations, manages registrar-related documentation, and maintains accurate student records.

• Process course transfer credit evaluations in accordance with university policies and maintain detailed 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.
• 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 for students, faculty, staff, and external customers.
• Manage incoming and outgoing internal and external mail, ensuring timely distribution.
• 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, diploma, and replacement document requests with a focus on accuracy and confidentiality.
• Support graduation audit processes by reviewing submissions, verifying required documentation, and routing items for final approval.
• Assist students throughout the registration process, including schedule changes, troubleshooting registration issues, and providing policy guidance.
• Maintain accurate and timely updates to the student information system related to enrollment and academic records.
• 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.
• Execute other duties as assigned.

• Three years of related work experience in customer service and administrative support.
• Associate degree.
• Proficiency in mail merge, email, basic spreadsheet functions, proper document preparation and formatting, and general business protocol.

• Experience in an institution of higher education.
• Bachelor’s degree or an equivalent combination of training and experience.

• Strong customer service and communication skills.
• Ability to manage confidential information responsibly and professionally.
• Strict adherence to FERPA and institutional privacy standards.
• Excellent organizational skills and attention to detail.
• Proficiency with student information systems and general office software.
• Familiarity with the university undergraduate catalog and application of academic policy.
• Effective teamwork in a busy, fast‑paced office environment.
• Proficiency with Microsoft Office Suite and ability to learn new systems quickly.
• Ability to multitask, prioritize workload, and manage competing deadlines.
• Willingness to work extended hours leading up to commencement and on the day of commencement.
• Flexibility to work additional hours when necessary.

• Alignment with the institution’s mission, vision, and core values.
• Strong oral and written presentation skills.
• Ability to work well independently and as part of a team.
• Excellence in organization, decision‑making, problem‑solving, and creating a collaborative environment.
• Ability to manage multiple projects simultaneously.
• Fluency in English, both spoken and written.

Ability to sit or stand for up to 8 hours per day, with occasional lifting (up to 25 pounds), bending, and carrying. Regular verbal communication, handling of documents, and endurance for long travel times are required.

Mid‑Senior level

Full-time

Other

Higher Education