FT Staff: 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.

Responsibilities

• 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 Registrars Office leadership.
• Provide general administrative support to the Registrar and contribute to process improvements and special projects as assigned.
• Execute other duties as assigned.
  

Minimum Qualifications

• 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.
  

Preferred Qualifications

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

Core Competencies

• 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.
  

Other Competencies

• Alignment with the institutions 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.
  

Physical Demands

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.

Seniority level

Mid?Senior level

Employment type

Full-time

Job function

Other

Industries

Higher Education

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