FT Staff: Records Specialist-Transfer Credit

Job Summary:

Reporting to the Registrar, the Records Specialist– Transfer Credit provides frontline administrative and technical
support within the Office of the Registrar and serves as a primary point of contact for students, faculty, staff, and
external stakeholders. This role is responsible for delivering exceptional customer service, processing transfer
credit evaluations, handling registrar-related documentation, and maintaining accurate student records. The
specialist ensures the efficient operation of daily registrar functions while upholding institutional policies and
regulatory requirements.

Essential Job Function:

1. Essential Job Functions: Provides prompt and courteous professional customer service in the following
PRIMARY areas:

• A. Transfer Credit & Academic Records Processing
   Process course transfer credit evaluations in accordance with university policies and maintain detailed and
   accurate 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.                                                                                                                                                                                                                                                                                              B. Customer Service and Communication
•  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 to assist students, faculty, staff, and external customers
   with questions or requests.
•  Manage incoming and outgoing internal and external mail, ensuring timely distribution and handling.
• C. Registrar Forms & Documentation Processing
• 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 requests, diploma requests, and replacement document requests with a focus on accuracy and
   confidentiality.
•  Support graduation audit processes by reviewing graduation application submissions, verifying required
   documentation, and routing items for final approval.
• 
  D. Registration & Enrollment Support
•  Assist students throughout the registration process, including schedule changes, troubleshooting registration
  issues, and providing policy guidance.
•  Help maintain accurate and timely updates to the student information system related to enrollment and academic
  records.
  
  E. Administrative Support
•  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.
• Other Duties as assigned.

Supervisory Responsibilities
None

Minimum Job Qualifications                                                                                                                                                                                                                                                  Education and/or Experience:                                                                                     

• Three years of related work experience in customer service and administrative support.
• Associate Degree
• Specialized computer skills training with proficiency in mail merge, email, basic spreadsheet functions,
  proper document preparation and formatting, and general business protocol.

Prefer
• Experience in an institution of Higher Education:
• Bachelor’s Degree
• Or an equivalent combination of training and experience.

Qualifications
• Strong customer service and communication skills.
• Ability to manage confidential information responsibly and professionally.
• Strict adherence to FERPA and institutional privacy standards is required whe