Academic Records and Transfer Coordinator

Kent State University; Kent (OH); On-site; USD 38,000 - 40,000; Full time

Job summary

Kent State University on Kent Campus is seeking an Academic Records and Transfer Coordinator to manage student records, evaluate external credits, and ensure FERPA compliance across the university. The role focuses on transfer articulation, data integrity, and system assurance, reporting to the University Registrar.

You will serve as a primary liaison for students, faculty, and staff, handle enrollment and record transactions, and collaborate across departments to maintain accurate records while

Qualifications

• Bachelor's degree or higher in registrar-related field or equivalent experience.
• Strong written and verbal communication skills for diverse stakeholders.
• Experience with student information systems and data governance.

Responsibilities

• Coordinate academic records activities and transfer credit articulation.
• Ensure FERPA compliance and data integrity across university systems.
• Serve as liaison to students, faculty, and staff for enrollment actions.
• Support audits, reporting, and system upgrades related to records.
• Collaborate with offices to maintain accurate, consistent data.

Skills

Written communication

Interpersonal skills

Customer service

Microsoft Office

Problem solving

Troubleshooting

Data entry

Spreadsheet management

Data processing

Decision making

Education

Bachelor's degree in related field

Associate's degree in related field

Job description

Job Title:

Academic Records and Transfer Coordinator

Physical Location:

Kent Campus - Kent, OH

Salary:

$37,843 - $40,000

Basic Function:

Coordinate academic records activities and evaluate externally earned credits to ensure data integrity and compliance across the University. Manage the lifecycle of student records, from initial transfer credit articulation to permanent record retention and system assurance. Ensure departmental compliance with university, state, and federal policies, including FERPA and Ohio Department of Higher Education. Serve as a primary liaison for students, faculty, and administrative staff regarding enrollment and record transactions. Reports to designated supervisor in the Office of the University Registrar.

Additional Basic Function – if applicable:

None.

Examples of Duties:

Duties/essential functions may include, but not be limited to, the following:

Provide subject matter expertise in registrar‑related functions, policies, processes, and credit transferability across all university campuses.

Collect, analyze, research, prepare, and process academic records and documentation in accordance with university, state, and federal policies and procedures.

Ensure system and data integrity for student information; maintain documentation required for internal and external audits.

Assist with testing and database preparation for system implementations, upgrades, and transfer articulation table updates; identify and resolve reporting or processing issues.

Collaborate with administrative offices and academic departments to ensure accurate, consistent academic data and support effective registration and enrollment services.

Provide guidance to team members, assist supervisors with workflow planning and prioritization, and support cross‑training across multiple service areas.

Serve on departmental, divisional, and university committees.

Perform related duties as assigned.

Additional Examples of Duties – if applicable:

None.

Minimum Qualifications:

Bachelor's degree plus one year of experience in a registrar's office or related area.

-OR-

Associate's degree plus three years of experience in a registrar's office or related area.

-OR-

Five years of progressively responsible experience in a registrar's office or related area.

License/Certification:

None.

Knowledge Of:

Family Educational Rights and Privacy Act (FERPA) *
University, state and federal policies and procedures *
Higher education learning models, programs, and organizational structures

Skill In:

Written communication and interpersonal skills
Providing excellent customer service
Utilizing Microsoft Office Suite and other applicable software
Problem‑solving and troubleshooting
Identifying discrepancies and resolving issues
Making quick, sound decisions in a fast‑paced office environment
Performing accurate data entry, spreadsheet management, and data process

Ability To:

Work independently and as part of a team
Work effectively with a wide variety of students, staff, and faculty
Read and comprehend a wide range of materials
Create training and informational materials
Provide guidance and direction to others
Navigate portals, websites, and student information systems
Apply university, state, and federal policies accurately

Preferred Qualifications – if applicable:

None.

Assessments:

Asterisk (*) indicates knowledge, skills, abilities which may require assessments. Assessments could take the form of interview questions, a request to provide work samples or a written or practical test to assess job related competencies.

Working Conditions / Physical Requirements:

None.

Working Schedule:

Monday - Friday 8 AM - 5 PM or otherwise discussed with your supervisor.

Additional Information:

Kent State University is committed to creating a community that is culturally and intellectually diverse and to attracting and retaining a diverse staff. We strive to create and maintain working and learning environments that respect differences, and are inclusive, welcoming, respectful and kind.

Must pass a security check.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

For official job descriptions, visit www.kent.edu/hr.

Kent State University is a Smoke-Free, Tobacco-Free University effective July 1, 2017. Smoking and tobacco use are not permitted on any of Kent State’s campuses or other locations and properties that are owned, operated, or leased by Kent State, both domestic and international. For additional details, visit www.kent.edu/smoke-free.

Disclaimer:

The intent of this description is to illustrate the types of duties and responsibilities that will be required of positions given this title and should not be interpreted to describe all the specific duties and responsibilities that may be required in any particular position. Directly related experience/education beyond the minimum stated may be substituted where appropriate at the discretion of the Appointing Authority. Kent State University reserves the right to revise or change job duties, job hours, and responsibilities.