Academic Records Evaluator*

Palomar College; San Marcos (CA); On-site; USD 64,000 - 78,000; Full time

Benefits offered by this job

Medical plans

Vacation & holidays

Life insurance

EAP

CalPERS

Job summary

Palomar College is seeking an Academic Records Evaluator to research, analyze, and evaluate transcripts for equivalency and transfer credit, applying complex academic rules to determine advanced standing and graduation requirements.

Under supervision, you will validate courses and units, post degrees, and support articulation with departments; familiarity with PeopleSoft and MS Office is preferred. This is a full-time position with a competitive benefits package.

Qualifications

• Three years of experience performing academic records duties.
• Equivalent to an associate degree with coursework in recordkeeping, statistics, business administration or related field.
• Experience with transfer credit evaluation and degree audits preferred.

Responsibilities

• Researches and evaluates incoming transcripts for equivalency and transfer credit.
• Determines student advanced standing and graduation requirements.
• Validates units and grades for transfer, degree audits and post‑enrollment processes.
• Maintains a permanent record of transactions and responds to inquiries.

Skills

Records analysis

Microsoft Office

PeopleSoft

Education

Associate degree in records or related field

Tools

PeopleSoft

Job description

Please see Special Instructions for more details.

The hiring committee will determine if interviews will be conducted in person at the College or via Zoom. Travel expenses are not reimbursed by the College. If a second-level interview is required, second-level travel reimbursement is only available for eligible candidates. HR will notify those who are eligible when second-level interviews are scheduled.

Position Information

Position Title

Position Title Academic Records Evaluator*

Department

Department Evaluations and Records

Primary Location

• Palomar College believes a healthy work-life balance can improve the physical, emotional, and mental health of our employees. In support of this belief, the District offers the opportunity to work remotely for certain positions, depending on the operational needs of the District and the provisions of the Remote Work Policy. Probationary employees are not eligible to work remotely unless approved by the Assistant Superintendent/Vice President, Human Resource Services. No employee is guaranteed the right to work remotely. No employee shall be authorized to work remotely 100% of the time unless approved by the Assistant Superintendent/Vice President, Human Resource Services.
• Palomar has multiple campus locations (San Marcos, Escondido, Rancho Bernardo and Fallbrook); training may occur at any of these locations and the work location is subject to change depending on future department needs.
• Potential future vacancies may include other District departments, locations, and/or work schedules (i.e. days, evenings or nights).

Full or Part Time

Full or Part Time Full-Time

Category

Category Classified

Hours per week

40

Number of Months

12 month

Work Schedule

• Monday – Thursday, 8:00am-5:00pm; Friday, 7:30am-4:00pm
• Occasional night and weekend hours may be required due to department needs.

Grade

Grade 26

• $5,733.10 [step 1] – $6,963.41 [step 5]. Step placement may be negotiable within this range dependent upon education and experience.
• If you are a current employee who applies via the external recruitment process and is selected for a promotion, step placement on the new grade will be in accordance with the applicable District agreement/handbook.

Salary/Wage Frequency Monthly

In addition to a competitive compensation structure, Palomar College also offers an extremely generous benefits package.

• Insurance fully paid for employees and their eligible dependents: four medical plans, dental HMO , and the vision plan (additional plans are available that require employee buy up/monthly contribution)
• Vacation, sick leave and 25 paid holidays
• $80,000 employee term life/accident insurance policy (additional buy up options available)
• Employee long-term care insurance
• Employee Assistance Plan ( EAP ) – Confidential free counseling, financial, legal, personal and professional development resources for all members of your household
• Additional buy up options available for other voluntary insurance benefits
• Enrollment in CalPERS (California Public Employees Retirement System)

The estimated maximum value of this employer-paid benefits package is approximately $31,245.84 annually.

Primary Function

Researches, analyzes and evaluates incoming transcripts and other academic records for equivalency and course transfer credit using independent judgment and the application of complex and specialized academic rules and regulations; validates courses, units and grades; and determines student advanced standing and completion of graduation and transfer requirements.
*Actual District Title: Academic Records Analyst

Minimum Qualifications

To be eligible for this position, you must meet and provide evidence of the following minimum qualifications:

• Experience: Three years of experience performing academic records duties.
• Note: For work experience, a “year” is defined as equivalent to 40 hours per week for 12 months.

AND

• Education: Equivalent to an associate degree from an accredited college or university with coursework in recordkeeping, statistics, business administration or a related field.

Only coursework completed at, and degrees awarded by, accredited institutions recognized by the U.S. Department of Education will be considered as satisfying the minimum qualifications. Coursework and degrees that are completed outside of the United States are required to have transcripts evaluated (evaluation to U.S. equivalency and a course by course analysis) by an appropriate U.S. credentials evaluation service. For a list of credentials evaluation agencies accepted by Palomar College, visit the National Association of Credentials Evaluation Services ( NACES ) website at https://naces.org/ , or the Association of International Credential Evaluators, Inc. ( AICE ) website at http://aice-eval.org/ .

Diversity, Equity, Inclusion, Accessibility and Antiracism (DEIAA) Statement

Palomar College is committed to diversity, equity, inclusion, accessibility and antiracism ( DEIAA ). We are dedicated to empowering students to succeed and are guided by our core values; some of which are the following:

• Access – We make education possible for everyone.
• Diversity, Equity, and Inclusion – We recognize and respect diversity, seek to foster a culture of inclusion and belonging, and strive to address inequities.

All positions require cultural competency which includes the sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, sex, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff.

Preferred Qualifications

• Records analysis/evaluation experience
• Proficiency in Microsoft Office and student records software such as PeopleSoft
• Enrollment Services experience in higher education

Licenses and/or Certificates

N/A

Supervision Received and Exercised

Supervision Received From: Manager, Enrollment and Financial Aid Services

Duties and Responsibilities

• Under general supervision, responsible for researching the scope and requirements of a variety of academic records for equivalency and course transfer credit; evaluates incoming academic transcripts and records to determine equivalency, degree or program completion and transferability of course credits; analyzes course descriptions and syllabi for content, level, unit value and grading system using online curriculum resources, college catalogs, class schedules and other reference materials; follows up with other institutions to resolve questions and issues; verifies the institution’s accreditation status; converts quarter units to semester units; awards Credit for Prior Learning to students’ academic records; applies course repetition and limitation policies where applicable; receives and screens course repetition petitions for manager review; identifies, recommends and initiates potential degree and prerequisite substitutions for faculty review; utilizes transfer credit, academic advising and workflow processes to run degree audits, post transfer equivalencies, and initiates transfer credit database updates.
• Makes determinations on prerequisite clearances and approves clearances in the system; documents evaluation decisions and recommendations; provides explanations of complex rules and regulations to students in the event of denial of credit transfers; advises students of any options available to them, such as grade adjustments, academic renewal, excused withdrawals, audits, requisite exception petitions, Credit for Prior Learning, course substitutions, changes in major, etc.; discusses issues with the relevant department chair/director.
• Evaluates student academic records to determine student advanced standing following established procedures, in consultation with the Articulation Officer and department chairs/directors; makes determinations on completion of Palomar College graduation and University of California/California State University transfer requirements; validates units and grades for other purposes including veterans’ benefits, active-duty evaluations and financial aid student academic progress requirements.
• At the close of each term, validates student completion of degree, certificate and transfer requirements; posts degrees, certificates and transfer certifications in PeopleSoft; prints and mails diplomas and certificates.
• Maintains a permanent record of transactions regarding academic records for verification and audit; responds to inquiries and provides information to students, staff, faculty, administrators, other institutions and the public on regulations, policies, procedures and guidelines.
• Stays abreast of updates in District policies and procedures, general education and transfer credit policies, curriculum and articulation updates and current and emerging technologies.
• Oversees the work of lower-level staff, short-terms, volunteers, and student workers, providing training, guidance, and day-to-day direction of their work assignments; participates in training and providing guidance to other department and/or District staff as needed; ensures completeness and accuracy as directed.
• Participates in the development and implementation of procedures for new and upgraded systems that impact department processes; assists with documenting new workflows; ensures consistency, compliance and efficiency with new and existing procedures.
• In consultation with supervisor, develops, documents, and maintains procedures, forms, applications, websites, and other documents/items as needed.
• Serves as a resource and provides technical information to counselors, staff, faculty, administrators and other institutions.
• Performs related duties and responsibilities as required.

Knowledge, Skills, Abilities

• Knowledge of: Goals, operations, services and activities of an academic records and evaluation program.
• Methods, techniques and sources of information used in the analysis and evaluation of student records and transcripts.
• Standards, requirements, practices, techniques and terminology involved in academic structures, transfer of credit and curriculum interpretation in post-secondary educational institutions.
• College curriculum and general education transfer requirements.
• Sections of the California Education Code applicable to assigned responsibilities.
• The Family Educational Rights and Privacy Act and other state and federal laws, rules, regulations and policies governing student admissions, matriculation and articulation.
• Operations of a computer and uses of standard business applications including word processing, spreadsheet and database software and other specialized software applications, including enterprise software and imaging systems.
• Office administration practices and procedures, including filing and recordkeeping systems.
• Research methods and procedures applicable to academic records
• Business mathematics.
• Principles and practices of sound business communication; correct English usage, grammar, spelling and punctuation.
• Concepts, practices and techniques of customer service.
• Interpreting, explaining and applying complex legal mandates, regulations, guidelines, policies and procedures applicable to assigned responsibilities with consistency and a high degree of accuracy.
• Identifying issues, evaluating alternatives and reaching sound decisions within areas of assigned responsibility.
• Making arithmetic calculations quickly and accurately.
• Operating at an advanced level computer, enterprise software, word processing and spreadsheet software and other standard business equipment including imaging systems.
• Maintaining sensitivity to and understanding of the diverse academic, socioeconomic, age, cultural, physical or mental disability, medical condition, gender, gender expression, gender identity, sex, sexual orientation, nationality, race and ethnic backgrounds of community college students, faculty, and staff.
• Preparing clear, concise and accurate records, data entries, reports and other written materials.
• Communicating clearly and effectively, both orally and in writing.
• Maintaining the confidentiality of department and student records and information.
• Using tact, discretion, courtesy and patience in dealing with sensitive and difficult students and situations.
• Establishing and maintaining effective working relationships with others encountered in the course of work.

Working Conditions

• Environmental Conditions: The employee works under typical office conditions with extensive exposure to computer screens and frequent contact with faculty, students, family members, staff of other departments and the public, some of whom may be upset or angry.
• Physical Conditions: Essential and marginal functions may require physical fitness requirements necessary to perform the job functions with or without accommodation, such as the ability to sit for prolonged periods; near visual acuity for reading computer screens, reports and schedules; repetitive use of hands for extensive use of keyboards.

Terms of Employment

• The person selected for hire will be required to complete the following pre-employment requirements: live scan/fingerprinting, official transcript(s), and TB risk assessment. Other pre-employment requirements may be required depending on the position (i.e. certifications or licenses; see applicable job posting section for details). Successful completion of all pre-employment requirements is mandatory to be eligible for employment. These requirements are in accordance with the following Administrative Procedures and Board Policies: AP 7120 , AP 7125 , AP 7126 , AP 7127 , AP 7330 , BP 7330 , AP 7336 , AP 7337 , and BP 7335 .
• Full-time, 40 hours per week, 12 months per year
• This position also carries a probationary period of six months from the date of hire.

Open Date

Open Date 10/05/2026

Close Date

Close Date 10/19/2026

Open Until Filled

No

Posting Number

P1084P

Additional Application Information

The hiring committee will determine if interviews will be conducted in person at the College or via Zoom. Travel expenses are not reimbursed by the College. If a second-level interview is required, second-level travel reimbursement only available for eligible candidates. HR will notify those who are eligible when second-level interviews are scheduled.

Supplemental Questions

• * What does antiracism mean to you? How would you enact your definition of antiracism in this position at Palomar College?

  (Open Ended Question)

• * How did you hear about this employment opportunity?
  • ACCCA.org
  • American Association of Community College
  • CalJOBS
  • CCC Registry
  • ChronicleVitae.com (Chronicle of Higher Education)
  • Colleague/Friend/Relative
  • Community College Jobs
  • CraigsList
  • DSPSjobs.com
  • EdJoin
  • Handshake
  • HigherEdJobs.com
  • Human Resources at Palomar College
  • Indeed.com
  • indian-affairs.org
  • Inside Higher Ed
  • Job Fair
  • MilitaryJob.com
  • Other Source
  • Palomar College website
  • San Diego LGBT Job Board (http://www.gsdba.org/pages/Jobs)
  • SDBCjobs.com
  • Vista Chamber