Student Records Specialist

4 weeks ago

Highland Heights, Kentucky, United States Northern Kentucky University Full time

Job Summary

This role promotes and facilitates seamless student transitions and success within the university's strategic framework, ensuring the precision of student records.

The primary focus is on the meticulous review, evaluation, and data entry of external transcripts, translating them into corresponding courses and credits at NKU.

This position extends beyond general education, encompassing the evaluation of coursework for major/minor requirements, post-baccalaureate courses, and returning undergraduate coursework at NKU.

Key Responsibilities

  • Analysis of external transcripted course work, per the correct policies and procedures, to quickly and efficiently translate the course work into the NKU equivalencies.
  • Regularly input and update student transfer data in the university's database, ensuring that records are kept accurate, up-to-date, and confidential.
  • Maintenance of the course equivalency tables contained in SAP via ongoing evaluation of general education courses and other college-level transfer course evaluations.
  • Evaluate current transfer processing methodologies and suggest enhancements for increased efficiency.
  • Implement tools and technology solutions where necessary.
  • Serve as the primary point of contact between the Transfer Processing unit and academic departments.
  • Facilitate communication and seek clarifications on course content, ensuring that credit transfers align with curriculum standards.
  • Evaluate and input non-traditional coursework, such as online courses, workshops, internships, or professional experiences, into the university's system.
  • Ensure these entries align with university standards and guidelines for credit recognition.
  • Handle the admission process for various student categories, including transfer, post-baccalaureate, and returning undergraduates.
  • Evaluate their academic qualifications and credentials to determine eligibility.
  • Work closely with the UG admissions department to streamline the transfer application process and ensure timely and efficient processing of transfer credits.
  • Prepare transfer credit approval reports and placement statuses and correspond with students via mailings, emails, phone, and in-person.
  • Prepare and dispatch acceptance communications to newly admitted students, providing them with essential details such as enrollment steps, campus orientation, and initial academic advisement.
  • Offer guidance and support to prospective students inquiring about non-traditional coursework recognition, transfer procedures, and other admission-related queries.
  • Review and verify transfer documents, such as transcripts and certificates, to ensure authenticity and accuracy in accordance with university policies.
  • Collaborate with previous institutions to confirm the validity of provided records.
  • Regularly review national and regional transfer policies and accreditation standards to ensure the university's practices remain compliant.
  • Address any discrepancies or queries related to transfer credits.
  • Engage in problem-solving with students and faculty to ensure a smooth credit transfer process.
  • Scrutinize students' academic records to identify and resolve any instances of duplicate credits, preventing redundancy and ensuring accurate credit counts.

Qualifications

  • High school diploma and 1 year of related work experience required.
  • University transcript, catalog, course, and policy review procedures.
  • Transfer credit policies and procedures.
  • Family Educational Rights and Privacy Act (FERPA) requirements.
  • University policies and procedures.

Skills

  • Operation of computers and job-related software programs.
  • Decision making and problem solving.
  • Interpersonal relations and in dealing with the public.
  • Oral and written communication

Education

  • High School Diploma
  • Preferred Education: Bachelor's Degree

Experience

  • Minimum Experience: 1 year

Salary

  • $16.01/hr minimum

Pay Grade

  • S66

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