Records Transfer Associate

Salary/Position Classification

• $40,000+ annual, dependent on experience, Non-Exempt (Eligible for overtime)
• 40 hours per week
• Following successful completion of a six-month probationary period, this position offers a hybrid work arrangement, allowing alternating weeks on campus and at remote worksite.

Purpose of Position

This position supports student academic progress and institutional reporting by accurately evaluating, entering, and maintaining transfer and other external credit in the Student Information System. The role ensures coursework, exams, and specialized education experiences are properly applied to degree and Essential Studies requirements; processes cancellations and withdrawals; resolves enrollment reporting errors; and provides responsive customer service to students and campus partners. The position also supports office operations through project assistance, data entry, and serving as a liaison for partner programs, including the American College of Norway.

Duties & Responsibilities

Transfer and Test Credit Evaluation & Entry (PeopleSoft SIS)

• Enter transfer credits from other schools, colleges, and universities into PeopleSoft Campus Solutions for undergraduate, graduate, law, medical, readmitted, and current students.
• Determine the transferability of credit from other institutions of higher education.
• Evaluate how coursework meets the University’s Essential Studies requirements.
• Determine applicability of education and training from the Armed Forces, CLEP, Advanced Placement (AP), International Baccalaureate (IB), lateral language placement, and other programs.
• Code and convert quarter hours to semester hours when necessary.
• Respond to student inquiries regarding transfer credit by phone, video, mail, email, and in person.
• Compose and send follow-up correspondence to prospective and current students.

Cancellation and Withdrawal Processing

• Process student Cancellation/Withdrawal forms in PeopleSoft.
• Review forms to determine if routing to Student Financial Aid or the collaborative coordinator is required prior to processing.
• Process special circumstance withdrawals and appeals.
• Adjust student withdrawal refunds as appropriate.

Transfer Evaluation System (TES) Maintenance

• Enter evaluated transfer credit into the Transfer Evaluation System (TES) equivalency database.

National Student Clearinghouse (NSC) and NSLDS Error Resolution

• Resolve and correct errors on enrollment reports submitted to the National Student Clearinghouse using the NSC online portal (reports submitted every three weeks).
• Resolve NSLDS/SSCR reporting errors.

Office and Assistant Registrar Support

• Support office projects at the direction of the leadership team.
• Provide additional clerical support, including data entry, to assist the transfer process.
• Serve as back-up for answering telephone inquiries from students and school administrators.
• Serve as back-up for customer service positions within the office.
• Assist other office areas as needed.

American College of Norway Liaison

• Serve as the primary contact for students and staff at the American College of Norway during and after enrollment.
• Troubleshoot issues related to registration, email, transcripts, and transfer credit.
• Apply Norwegian block credit and mark appropriate student records accordingly.

Required Competencies

• Requires proficiency with MS Word, Excel, Internet, Outlook, peripherals such as printer/scanner.
• Requires strong oral and written communication skills.
• Must possess excellent interpersonal and organizational skills.
• Must be experienced in handling confidential information.
• Must have knowledge of general office policies and procedures and office equipment.
• Must be detail orientated.
• Must have ability to multi-task and to work with interruptions in a busy work environment.

Minimum Requirements

• Associate degree or equivalent administrative/office experience.
• Experience with Microsoft Office products.
• Successful completion of a Criminal History Background Check

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the US and to complete the required employment eligibility verification form upon hire. This position does not support visa sponsorship for continued employment.

Preferred Qualifications

• Experience with a student information system, PeopleSoft Campus Solutions a plus.
• Experience working in a college environment.
• Experience with college transfer credit.
• Experience with the National Student Clearinghouse portal.

To Apply

Please submit application, resume, and three professional references by application closing date.