What are the responsibilities and job description for the Transfer Evaluator & Records Specialist position at Concordia College?
Position Summary
The Transfer Evaluator and Records Specialist is responsible for maintaining student records and providing quality customer service to students, faculty, staff, and community members. The primary responsibilities of this position are to evaluate courses for transferability to the college, enter transfer credit from official transcripts into student records, and maintain transfer records in the Transfer Notebook database. Secondary responsibilities include serving as the first point of contact for the office, providing quality and timely responses to emails, phone calls, and walk-in visitors; and supporting successful degree completion by processing registration changes and managing academic records. This role also provides support to study away programs by overseeing student registration, course evaluations, and confirmation of final grades.
The Transfer Evaluator and Records Specialist is responsible for maintaining student records and providing quality customer service to students, faculty, staff, and community members. The primary responsibilities of this position are to evaluate courses for transferability to the college, enter transfer credit from official transcripts into student records, and maintain transfer records in the Transfer Notebook database. Secondary responsibilities include serving as the first point of contact for the office, providing quality and timely responses to emails, phone calls, and walk-in visitors; and supporting successful degree completion by processing registration changes and managing academic records. This role also provides support to study away programs by overseeing student registration, course evaluations, and confirmation of final grades.
Position Responsibilities
1. Support the mission and vision of Concordia College and demonstrate the competencies as defined for this position.
2. Transfer Evaluations
- Evaluates and determine transferability of all types of transfer credit: college credit for transfer students, first-year students, current students taking a course elsewhere to transfer back, international students, students studying abroad, former students trying to complete their degree, AP, CLEP, Credit-by-Exam, International Baccalaureate, and retro-active credit.
- Collaborates with the Office of Admissions on supporting transfer student recruitment and matriculation, including the preparation of preliminary transfer evaluation reports.
- Communicates with the Office of Admissions on new students bringing in transfer credit.
- Collaborates with Academic Affairs and department/program leaders on the development of transfer pathways and articulation agreements.
- Communicates with department chairs and program directors about course equivalencies.
- Executes the functions of awarding and entering transfer credit:
- Enters and maintains transfer equivalency database.
- Completes transfer articulation.
- Communicates with students regarding the acceptance and entry of transfer credit.
- Serves as a resource for the campus on transfer credit questions and best practices.
3. Customer Service
- Provides quality customer service to students, faculty, staff, and community members via multiple communication modes (email, phone, walk-in).
- Responds to questions/needs within position description as well as general queries about records and registration.
- Triages incoming questions/needs to the appropriate individuals within the Registrar’s Office or to another individual/office on campus.
4. Study Away Program Support
- Serves as liaison with students and Global Learning Office.
- Responds to queries about study away course equivalencies, course credits, etc.
- Communicates with students studying away on course equivalency forms, registration verifications, transcripts, grades, etc.
- Maintains study away program records, including course equivalency forms.
- Receives official transcripts from study away programs.
- Completes course registration and final grade entry.
5. Student records maintenance
- Processes registration changes (drops/adds, independent studies, pass/fail requests, etc.).
- Coordinates and documents student petitions and appeals.
- Completes grade changes.
- Assists with student record maintenance (major/minor changes, DegreeWorks exceptions, etc.).
- Maintains grade reports.
6. Office support
- Executes records retention policies and practices.
- Processes official transcript requests as needed.
- Liaises with ITS and technology support.
- Assists with incoming and current student registration as needed.
- Other duties as assigned.
This position is eligible for a $1,000 sign-on bonus.
- Ability to work effectively with diversified populations
- Excellent oral and written communication skills
- Accuracy and attention to detail
- Experience providing quality customer service
- Strong organizational skills
- Ability to prioritize and work with deadlines
- Ability to work independently and proactively
- Knowledge of the English language and proper spelling & grammar
- Ability to use computers and other office equipment (fax, copier, etc.)
- Ability to use Microsoft Office (Word, Excel, Outlook)
- Bachelor’s degree
- Knowledge of Student Information Systems, specifically Banner
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