Academic Records Coordinator- (Transfer Focused)

Cincinnati State Technical and Community College; Cincinnati (OH); On-site; USD 60,484,000 - 82,018,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Tuition Reimbursement

Paid Holidays

Job summary

Cincinnati State Technical and Community College is hiring a full-time Academic Records Coordinator focused on transfer credit. The role reports to the Assistant Registrar and involves researching incoming transfer credits and establishing academically appropriate credit in collaboration with academic chairs.

The position emphasizes student-centered service, accurate data entry in the SIS, and effective communication with students, faculty, and staff.

Qualifications

• Bachelor's degree from an accredited college or university.
• Two to three years demonstrated clerical/administrative support experience.
• Strong computer skills and ability to learn new technologies including Microsoft Office.

Responsibilities

• Process transfer credit postings in the Colleague Student Information System.
• Verify authenticity of transfer documents and transcripts.
• Enter data from source documents into the SIS accurately.
• Determine course equivalencies using TES, Transferology, and the college catalog.
• Upload syllabi and catalogs in TES.
• Serve as liaison between students and department chairs for syllabi.
• Provide direct customer service for graduation and academic records processes.
• Maintain electronic files and prepare reports.
• Communicate transfer credit policies to students in verbal and written form.
• Cross-train in other Registrar operations.

Skills

Customer service

Microsoft Office

Verbal and written communication

Education

Bachelor's degree

Tools

Ellucian Colleague

TES

Transferology

Freedom

Job description

Academic Records Coordinator (Transfer Focused)

Overview

Cincinnati State Technical and Community College seeks a full-time Registrar Records Coordinator, reporting to the College's Assistant Registrar. Under general supervision of the Assistant Registrar, the coordinator will be responsible for researching incoming college transfer credit to establish proper status of credit. The central duties are to establish academically appropriate credit for courses transferred in, in conjunction with academic department chairs. The coordinator’s role is intrinsic to College's student-centered philosophy and commitment to developing human potential, one student at a time.

Essential Duties:

• Process transfer credit postings in the Colleague Student Information System.
• Ensures authenticity of all documents received, including identifying potential fraudulent or tampered transcripts.
• Enter pre-coded or open format data from source documents into Freedom and the student information system, verifying for accuracy.
• Utilize various resources in determining course equivalencies including system-maintained tables, Transfer Evaluation System (TES) software, Transferology and the college catalog.
• Upload documentation of course syllabi and catalogs in TES software.
• Serve as a liaison between students and department chairs in obtaining course syllabi.
• Lead efforts in direct customer service and communication to students, faculty, staff, and college community for all graduation and academic records operations and processes that are responsible with this position
• Maintain electronic files, process paperwork, and prepare reports.
• Verbal and written communication with students to assist in their understanding transfer credit policies, practices, and decisions.
• Cross train in other Registrar area operations
• Assist in direct customer service for general Registrar operations and processes and serve as backup for the customer service line
• Other duties as assigned

Minimum Qualifications:

• Bachelor's degree from an accredited college or university
• Two to three years demonstrated clerical/administrative support experience
• Strong computer skills, including a demonstrated ability to learn and incorporate new technologies and Microsoft Office.
• Strong verbal, written, and organizational skills required. Ability to participate and contribute to a cross trained high volume, team focused environment is essential.

Preferred Qualifications:

• Two to three years demonstrated experience in records management or equivalent
• Customer service experience with a variety of stakeholders and constituents in a higher education setting.
• Knowledge of Student Information Systems (SIS), preferably Ellucian Colleague, Microsoft Office Suite, Imaging software, Reporting software, AI Transcript Data Automation software.

Desired Competencies:

• Excellent interpersonal skills and demonstrated ability to communicate and interact effectively with the diverse professional community and student population to provide a good impression of the college
• Excellent customer service skills in problem solving, analytical, decision making, project management skills and time management
• Demonstrate sensitivity to students with diverse academic, socioeconomic, cultural and ethnic backgrounds, and students with disabilities
• Function as an agent of change when new technologies and processes are warranted
• Ability to work under stressful conditions

Details:

Reports To: Assistant Registrar

Position Level: Registrar Records Coordinator

Compensation: $24.89/hour

Pay Grade: 19

Contract Affiliation: SEIU

Status: Full-time

Classification: Non-Exempt

Benefits:

• Cincinnati State provides employees with high quality and cost-effective benefits with a variety of options:
• Medical Insurance (PPO- employer covers up to 92% of the premium, HDHP- employer covers 100% of the premium)
• Dental Insurance (employer covers 100% of the premium)
• Vision Insurance
• NO WAITING PERIODS! Medical, Vision and Dental benefits are effective from day one of employment!
• Flexible Spending Accounts and Health Savings Account (employer contributions)
• Short-Term Disability: Offering 60% of your salary with a max of $500 weekly
• Life Insurance and AD&D Insurance (employer paid)
• Supplemental Life Insurance, Critical Illness and Accident: Optional at employee expense
• Pet Insurance
• Employee Assistance Plan for employees, spouse and dependents
• Tuition Waiver for employees, spouse and dependents
• Tuition Reimbursement
• Free parking
• 11 annual paid holidays in addition to generous paid time off options including vacation, sick, personal leave, and winter season days.
• Employees at Cincinnati State qualifies for Public Service Loan Forgiveness

Retirement:

As a Cincinnati State employee, and an employee of an Ohio public institution, you will not contribute to the Federal Social Security system. Instead, our employees will contribute to a State Retirement Plan (SERS or STRS) or an Alternative Retirement Plan (ARP): 403B and/or Deferred Compensation Program 457 Plan.

Cincinnati State is an E-Verify employer:

• If you're hired, you must complete a Form I-9, which verifies your identity and your legal right to work in the U.S.
• You’ll need to provide original, acceptable documents—no photocopies—to complete the I-9 process.
• A list of acceptable documents can be seen here: USCIS I-9 website

STATEMENT OF COMMITMENT

• The institution declares that it will educate students by means of free, open, and rigorous intellectual inquiry to seek the truth.
• The institution declares that its duty is to equip students with the opportunity to develop the intellectual skills they need to reach their own, informed conclusions.
• The institution declares its commitment to not requiring, favoring, disfavoring, or prohibiting speech or lawful assembly.
• The institution declares it is committed to create a community dedicated to an ethic of civil and free inquiry, which respects the autonomy of each member, supports individual capacities for growth, and tolerates the differences in opinion that naturally occur in a public higher education community.
• The institution declares that its duty is to treat all faculty, staff, and students as individuals, to hold them to equal standards, and to provide them equality of opportunity, with regard to those individuals' race, ethnicity, religion, sex, sexual orientation, gender identity, or gender expression.