Assistant Registrar, Transfer Credit and Records

Job Description:

Summary Statement:  

Fairfield University seeks an Assistant Registrar, Transfer Credit and Records. The Assistant Registrar, Transfer Credit and Records supports the daily operations of the Registrar’s Office by processing, maintaining, and evaluating academic records with a specific focus on transfer credits and study abroad grading, maintaining student academic records, and ensuring the accuracy and integrity of data. This role plays a vital part in delivering excellent service to students, alumni, faculty, and external agencies, upholding institutional standards, and supporting compliance with university policies and federal regulations (e.g., FERPA). Reporting to the Associate Registrar, Curriculum and Conferral the Assistant Registrar, Transfer Credit and Records will be the primary liaison to students requesting transfer credit assessment, study abroad registration, program of study changes, and record updates within the Office of the University Registrar.

Relationships:

Reports to: Associate Registrar, Curriculum and Conferral

Staff: Student Workers

Other Internal Contacts: Deans; Academic Department Chairs; Academic Program Coordinators and Operations Assistants; Faculty; Students; Directors; Director of Global Fairfield, Information Technology Services, Director of Marketing & Communication; Director of Institutional Research; Bursar; Director of Financial Aid

External Contacts:Vendors; State and Federal Agencies; Regional and National Associations; Parents

Responsibilities:

Transfer Credit Processing and Records Management:

• Evaluate incoming transcripts from other institutions for transfer credit eligibility using established institutional policies and articulation agreements.

• Enter transfer credit into the student information system (SIS) accurately and in a timely manner.

• Communicate with students and academic departments regarding transfer credit evaluations and articulation processes.

• Maintain accurate and secure student records, including transcript data, academic history, and degree progress reports.

• Process transcript requests, enrollment verifications, and other official documentation.

• Support degree audit processes and assist with graduation clearance tasks.

• Respond to student, faculty, and staff inquiries regarding academic policies, deadlines, and procedures.

Student Academic Record and Office Responsibilities:

• Collaborate with the Registrar’s team to ensure consistent data entry and timely updates in the Student Information System (e.g., Workday, Ellucian Banner).

• Provide clerical and administrative support to the Office of the Registrar, including scanning, filing, data entry, and managing sensitive student documentation.

• Process all business processes through our student information system including maintenance and update to student records for personal information, address updates, and student attributes.

• Maintain and verify demographic information as needed.

• Process course substitutions, waivers, and revisions to anticipated completion dates.

• Process AP credits, course drops, withdrawals, and other various ad hoc requests from departments on campus.

• Maintain degree audits, including creating and updating academic programs of study for majors, minors and concentrations.

• Assist with all in-person inquiries

• Provide office support responding to and route e-mail and voicemail coming into department email account, answering phones, tracking e-mail volume and responding promptly to helpdesk tickets.

• Assist in supervising and training student workers.

Data Management, Registration and Reporting:

• Assists with maintenance of student academic records; security, accuracy, and preservation of academic credentials in accordance with university policy, accreditation standards, and privacy laws.

• Assists with maintenance of databases and systems for tracking degree progress, student enrollment, and graduation status.

• Provide accurate data to internal and external stakeholders, including accreditation bodies, state agencies, and institutional leadership.

• Assists with Incoming First Year Orientation and Registration

• Assists with Registrar-related activities for Bellarmine Associate’s Degree students

• Assists with commencement preparation and activities as assigned

• Work closely with Information Technology Services (ITS) on projects, ticket management processes, and training.

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