Transfer Credit Assistant, Office of the Registrar

University of Calgary; Calgary; Hybrid; CAD 55,000 - 70,000; Full time

Job summary

University of Calgary is seeking a Full-time Limited Term Transfer Credit Assistant for approximately 6 months. The role focuses on supporting undergraduate transfer credit processes, managing the UCRED database, and coordinating with ACAT.

The position requires data entry expertise, attention to detail, and the ability to apply transfer credit standards. Overtime may be required and some light lifting is possible.

Qualifications

• An undergraduate degree is required.
• Two years of experience in information or database management is required.
• Two years of experience completing data entry is required.
• Two years in a high-volume office environment is required, preferably in post-secondary context.
• Familiarity with university policies on transfer credit, admissions, registration, and degree planning/completion is preferred.
• Proficiency in Microsoft 365 applications (Office, Teams, Outlook) and AI tools such as Copilot is preferred.
• Familiarity with PeopleSoft, Slate, and electronic document management is helpful.

Responsibilities

• Manage transfer credit database entries and rulings; ensure data integrity.
• Respond to inquiries in the Transfer Credit Inbox; escalate as needed.
• Coordinate with ACAT and internal teams; run audits and analyze data for improvements.
• Provide student advising support and participate in recruitment activities.
• Contribute to policy-compliant transfer credit processing and documentation.

Skills

Data entry

Database management

Microsoft 365

Attention to detail

Communication skills

Education

Bachelor's degree

Tools

PeopleSoft

Slate

Copilot AI

Job description

Description

The Admissions Team in the Office of the Registrar is currently seeking a Full-time Limited Term Transfer Credit Assistant for approximately 6 months.

The University of Calgary admissions and recruitment team is committed to attracting top-quality candidates to the institution by utilizing creative and compassionate methods to meet, listen to, inform, and advocate for prospective students from diverse backgrounds. Working within institutional strategies and policies, admissions staff provide clear advice about how to choose, apply for, accept, and enhance best-fit academic programs, as well as empowering inadmissible applicants to identify suitable academic pathways to actualize their goals.
The Undergraduate Admissions Office supports over 50,000 undergraduate applications annually through advising and evaluation. Reporting to the Manager, Transfer and International Admissions, the Transfer Credit Assistant provides support for undergraduate transfer credit processes for the institution, including facilitating assessment of domestic and international coursework for both incoming and current students. This role will support the internal transfer credit database (UCRED), the transfer credit email inbox, and facilitate coordination with the Alberta Council on Articulation and Transfer (ACAT). The nature of the work involves precise data entry, strong attention to detail, and the ability to make decisions by applying institutional transfer credit standards.

Overtime may be required, and working from home may be permitted. Some lifting of medium-sized boxes is involved.

Summary of Key Responsibilities (job functions include but are not limited to):

Transfer Credit Database Management & Maintenance

• Accurately adds, updates, and revises transfer credit rulings based on admission assessments and faculty submissions.
• Ensures data integrity and consistency within the database to support reliable transfer credit decisions.
• Proactively updates the database based on course changes that are approved through calendar governance.
• Monitors expiring rulings and proactively follows up with faculty for review and renewal.
• Escalates complex or unclear rulings as required to ensure proper processing.
• Collaborates with reporting team to extract, validate and load transfer credit data to ACAT.
• Conducts regular systematic audits of transfer credit data to identify discrepancies, inconsistencies, or gaps in data.
• Analyses audit findings and takes corrective action or makes proposals to inform improvement and support process or policy change.
• Acts as a resource on transfer credit matters within the Admissions Office, the Office of the Registrar, Faculties and campus service units.

Transfer Credit Inbox

• Manages the transfer credit email inbox by responding to inquiries, resolving routine requests, and escalating complex issues appropriately.
• Identifies trends in inquiries and provides solution suggestions to mitigate confusion and ongoing questions.
• Assists with external inquiries by providing accurate information and resources, and escalating as needed.
• Uses strong analytic and decision-making skills to decipher rulings and determine whether transfer credit standards are being upheld; flags concerns appropriately.

Other Duties as Required

• Provide student advising and assist in recruitment and conversion functions by participating in relevant activities and attending events.
• Other related duties as assigned.

Qualifications / Requirements:

• An undergraduate degree is required.
• Two years of experience in information or database management is required.
• Two years of experience completing data entry is required.
• Two years of experience in a high-volume office environment is required, preferably in the post-secondary context and including document management and data entry.
• Demonstrated understanding of University of Calgary academic policies and procedures pertaining to transfer credit, admissions, registration, and degree planning/completion.
• Proficient in Microsoft 365 applications (including Office, Teams, and Outlook), AI tools such as Copilot, and general email and internet applications.
• Familiarity with university business systems such as the student administration module of PeopleSoft, Slate, and electronic document management is preferred.
• Ability to work in a confidential setting and demonstrate good judgment in dealing with sensitive and confidential situations.
• Demonstrated ability to work in a fast-paced, high-pressure, team-based environment with an ability to meet deadlines.
• Ability to embrace change in a dynamic environment.
• Excellent communication and interpersonal skills, and phone and email etiquette.
• Must have the ability to work independently and as part of a team, be proactive, and self-directed.
• Must be organized, conscientious, and possess a high degree of accuracy and attention to detail.
• Able to perform moderate physical activity.
• High standards for professionalism and teamwork.

Application Deadline: October 1, 2026

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

This position is part of the AUPE bargaining unit, and falls under the Specialist/Advisor Job Family, Phase 1.

For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.

About the University of Calgary

UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.

The University of Calgary has launched an institution-wide Indigenous Strategy ii' taa'poh'to'p committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

The university's commitment to the Indigenous Strategy is evident through the oversight of 18 Elders serving on the Circle of Advisors and the many unit-based circles working towards implementation of the strategy including the Faculty Advisory Circle and teams such as the Office of Indigenous Engagement, the Writing Symbols Lodge, and the Indigenous Research Support Team. Many Indigenous-based events and processes are impacting curriculum, programming and polices at the University of Calgary.

As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments ([e-mail]) and requests for accommodations can be sent to People & Culture ([e-mail]).

Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.