Transfer Records Assistant
Messiah University, Mechanicsburg, PA, United States
Job Description
This full-time, 1-2 year position provides support to the Office of the Registrar by organizing and managing transfer credit requests and updates. The Transfer Credit Assistant maintains the transfer equivalency database, ensuring information is up-to-date and accurate. This position assists the Office of the Registrar with the administrative work that maintains accuracy in student and registration records.
Responsibilities
Primary Duties
Receive and review incoming transcripts for transfer credit.
Receive and manage all transcripts for new and current students; this includes scanning and documenting receipt of them.
Assist with the review the official record of credit presented and in conjunction with the appropriate subject matter expert approve for credit transfer in a way that maintains the integrity of the curriculum.
Utilize CollegeSource TES resource to provide accurate information to subject matter experts for review and approval of new course equivalencies.
Assist the Transfer Records Specialist with Advanced Placement exam and CLEP exam score procedures.
Review and communicate needed registration adjustments to incoming students following the receipt/processing of the College Board annual report of Advanced Placement exam results.
Update and maintain the transfer equivalency database of approved transfer courses.
Enter approved course equivalencies into the institutional database. These can come from transcripts and Transfer Course Approval forms.
Collaborate with subject matter experts to review and update existing course equivalencies.
Ensure course equivalencies are within course age parameters and are attributed appropriately for efficient processing.
Edit the course equivalency database based on changes to course catalogs and updates to existing equivalencies.
Maintain equivalency charts for A Levels, International Baccalaureate etc.; develop new equivalencies to support Admission Office initiatives.
Provide assistance with Off-Campus Program Course Approval forms and transcript processing.
Process Off-Campus Study Course Approval Forms working closely with the Agape Center, Director of Off-Campus Programs.
Review the official record of credit presented and in conjunction with the appropriate academic administrator, (e.g. faculty subject matter expert, dean of general education, registrar) approve for credit transfer in a way that maintains the integrity of the curriculum.
Ensure accurate and timely update of the student's academic record to reflect the credit awarded properly. This includes recording of grades, recalculation of GPA, academic standing, scanning transcripts, etc.
Respond to inquiries from students, parents, faculty and other campus constituents regarding the academic record as it relates to off-campus program decisions.
Provide effective customer service through the understanding and application of pertinent academic regulations, rules, laws, policies, and procedures related to registrar functions. Maintain confidentiality of all records, following both FERPA and institutional guidelines.
Provide guidance on academic policies, appeals process, etc. to students, faculty, deans, and other campus constituents.
Access confidential student records to research and resolve student academic issues as appropriate.
Assist with student registration by aiding students and faculty in the process. Troubleshoot problems that impede students' successful class registration and work to resolve.
Make decisions within guidelines, in the absence of the Registrar.
Using independent judgment, facilitate the registration process by providing information about changes of schedules, drops, withdrawals, grading policies and procedures, deadlines, transfer evaluations, registration holds, academic advisement, prerequisites, permissions, overloads, etc.
Track and monitor the progress of issues through to their resolution and identify points of intervention. Act to resolve issues and recommend solutions.
Provide information regarding policies, standard practices, procedures, and collective agreements to identify and support resolution of issues.
Process registration transactions.
Monitor registrar general email account and respond/refer as appropriate.
Monitor incoming phone and voicemail messages respond/refer as appropriate.
Answer student inquiries and make referrals as appropriate.
Maintain the Registrar's Office web pages and the Summer Online website.
Maintain/update dates and deadlines for each semester and part of term. This includes drop/add/withdraw dates, faculty final grade due dates, undergraduate final exam dates.
Maintain/update Advisor and student registration materials.
Maintain/update FERPA information.
Maintain/update links to forms.
Maintain/update all pages related to services and requests, transfer policies, top questions, etc.
Maintain/update the Summer Online website.
Provide assistance with processing undergraduate independent, directed, honors project and practicum study registrations.
Review applications for accuracy and completeness. This includes reviewing independent study proposals to ensure the amount of work meets the credits noted on the application.
Confirm that each directed study section is necessary (time conflict tracking, section not already on schedule).
Contact student, supervising professor, department chair, and/or school dean as needed to gather/confirm required information for processing.
Create sections and register students as appropriate.
Maintain consistent and reliable attendance.
Secondary Duties
Assist with student transcripts and enrollment verifications as needed.
Assist with special department projects.
Other duties as required.
Qualifications
Demonstrate a thorough understanding of Microsoft Office software and possess the ability to learn new technologies quickly
Detail oriented with a focus on accuracy and precision
Excellent interpersonal skills including the ability to communicate clearly and concisely both verbally and in writing
Maintain a high level of confidentiality and effectively apply FERPA regulations, Red Flags, and related compliance issues
Sound judgment and decision-making abilities
Strong organizational and time management abilities
Work collaboratively as part of a team and foster team harmony and productivity
About Us
Messiah University's commitment to diversity and inclusive excellence draws inspiration from its mission "to educate men and women toward maturity of intellect, character and Christian faith in preparation for lives of service, leadership and reconciliation in church and society." The university has pursued this vision through a strategic planning process that encourages diversity through employee and student composition, campus climate, and an educational program that seeks to equip and enable educators and students to embrace diversity. Candidates should clearly articulate why diversity and inclusive excellence matter to them as persons of faith as well as in their profession. Candidates will speak to how as a potential employee, they will contribute to the advancement of this vision through their teaching-learning, research, institutional service, and public engagement.
This full-time, 1-2 year position provides support to the Office of the Registrar by organizing and managing transfer credit requests and updates. The Transfer Credit Assistant maintains the transfer equivalency database, ensuring information is up-to-date and accurate. This position assists the Office of the Registrar with the administrative work that maintains accuracy in student and registration records.
Responsibilities
Primary Duties
Receive and review incoming transcripts for transfer credit.
Receive and manage all transcripts for new and current students; this includes scanning and documenting receipt of them.
Assist with the review the official record of credit presented and in conjunction with the appropriate subject matter expert approve for credit transfer in a way that maintains the integrity of the curriculum.
Utilize CollegeSource TES resource to provide accurate information to subject matter experts for review and approval of new course equivalencies.
Assist the Transfer Records Specialist with Advanced Placement exam and CLEP exam score procedures.
Review and communicate needed registration adjustments to incoming students following the receipt/processing of the College Board annual report of Advanced Placement exam results.
Update and maintain the transfer equivalency database of approved transfer courses.
Enter approved course equivalencies into the institutional database. These can come from transcripts and Transfer Course Approval forms.
Collaborate with subject matter experts to review and update existing course equivalencies.
Ensure course equivalencies are within course age parameters and are attributed appropriately for efficient processing.
Edit the course equivalency database based on changes to course catalogs and updates to existing equivalencies.
Maintain equivalency charts for A Levels, International Baccalaureate etc.; develop new equivalencies to support Admission Office initiatives.
Provide assistance with Off-Campus Program Course Approval forms and transcript processing.
Process Off-Campus Study Course Approval Forms working closely with the Agape Center, Director of Off-Campus Programs.
Review the official record of credit presented and in conjunction with the appropriate academic administrator, (e.g. faculty subject matter expert, dean of general education, registrar) approve for credit transfer in a way that maintains the integrity of the curriculum.
Ensure accurate and timely update of the student's academic record to reflect the credit awarded properly. This includes recording of grades, recalculation of GPA, academic standing, scanning transcripts, etc.
Respond to inquiries from students, parents, faculty and other campus constituents regarding the academic record as it relates to off-campus program decisions.
Provide effective customer service through the understanding and application of pertinent academic regulations, rules, laws, policies, and procedures related to registrar functions. Maintain confidentiality of all records, following both FERPA and institutional guidelines.
Provide guidance on academic policies, appeals process, etc. to students, faculty, deans, and other campus constituents.
Access confidential student records to research and resolve student academic issues as appropriate.
Assist with student registration by aiding students and faculty in the process. Troubleshoot problems that impede students' successful class registration and work to resolve.
Make decisions within guidelines, in the absence of the Registrar.
Using independent judgment, facilitate the registration process by providing information about changes of schedules, drops, withdrawals, grading policies and procedures, deadlines, transfer evaluations, registration holds, academic advisement, prerequisites, permissions, overloads, etc.
Track and monitor the progress of issues through to their resolution and identify points of intervention. Act to resolve issues and recommend solutions.
Provide information regarding policies, standard practices, procedures, and collective agreements to identify and support resolution of issues.
Process registration transactions.
Monitor registrar general email account and respond/refer as appropriate.
Monitor incoming phone and voicemail messages respond/refer as appropriate.
Answer student inquiries and make referrals as appropriate.
Maintain the Registrar's Office web pages and the Summer Online website.
Maintain/update dates and deadlines for each semester and part of term. This includes drop/add/withdraw dates, faculty final grade due dates, undergraduate final exam dates.
Maintain/update Advisor and student registration materials.
Maintain/update FERPA information.
Maintain/update links to forms.
Maintain/update all pages related to services and requests, transfer policies, top questions, etc.
Maintain/update the Summer Online website.
Provide assistance with processing undergraduate independent, directed, honors project and practicum study registrations.
Review applications for accuracy and completeness. This includes reviewing independent study proposals to ensure the amount of work meets the credits noted on the application.
Confirm that each directed study section is necessary (time conflict tracking, section not already on schedule).
Contact student, supervising professor, department chair, and/or school dean as needed to gather/confirm required information for processing.
Create sections and register students as appropriate.
Maintain consistent and reliable attendance.
Secondary Duties
Assist with student transcripts and enrollment verifications as needed.
Assist with special department projects.
Other duties as required.
Qualifications
Demonstrate a thorough understanding of Microsoft Office software and possess the ability to learn new technologies quickly
Detail oriented with a focus on accuracy and precision
Excellent interpersonal skills including the ability to communicate clearly and concisely both verbally and in writing
Maintain a high level of confidentiality and effectively apply FERPA regulations, Red Flags, and related compliance issues
Sound judgment and decision-making abilities
Strong organizational and time management abilities
Work collaboratively as part of a team and foster team harmony and productivity
About Us
Messiah University's commitment to diversity and inclusive excellence draws inspiration from its mission "to educate men and women toward maturity of intellect, character and Christian faith in preparation for lives of service, leadership and reconciliation in church and society." The university has pursued this vision through a strategic planning process that encourages diversity through employee and student composition, campus climate, and an educational program that seeks to equip and enable educators and students to embrace diversity. Candidates should clearly articulate why diversity and inclusive excellence matter to them as persons of faith as well as in their profession. Candidates will speak to how as a potential employee, they will contribute to the advancement of this vision through their teaching-learning, research, institutional service, and public engagement.