Transfer of Credit Coordinator

OBERLIN COLLEGE; Oberlin (OH); On-site; USD 31,000 - 45,000; Full time

Job summary

Oberlin College seeks a Transfer of Credit Coordinator (Departmental Technician I) to evaluate external transcripts, apply transfer policies, and maintain student records. The role partners with the degree progress and graduation team, academic departments, and the Registrar’s Office.

The position requires strong communication, meticulous attention to detail, and comfort with complex software systems in a 12-month, full-time capacity.

Qualifications

• College degree or equivalent combination of experience and education.
• 5-7 years of progressively responsible secretarial, clerical, or para-professional work experience.
• Excellent oral, written, and interpersonal communication skills.
• Excellent organizational skills and attention to detail.
• Ability to work independently on multiple complex projects simultaneously, prioritize duties, and exercise judgment.
• Strong critical thinking and analytical skills with resourcefulness.
• Strong customer service orientation.
• Ability to work effectively in a diverse team and environment.
• Experience in a high-volume, fast-paced, deadline-based environment with adaptability.
• Experience with software applications, including interpreting data and working with spreadsheets.
• Ability to learn new technology and software.
• Typing speed of 50 WPM with emphasis on accuracy.

Responsibilities

• Evaluate transcripts and exam scores and record transfer credit on student academic records.
• Support general office operations.
• Interpret, apply, and convey academic policies and procedures to students, staff, faculty, and third parties.
• Adhere to FERPA and ethics in handling student records.
• Evaluate AP/IB scores and coordinate review of international exam scores.
• Convert international coursework to U.S. semester credits.
• Retrieve transcripts and test scores and log them in OnBase.
• Record approved transfer courses in Banner.
• Apply approved coursework toward elective credit or toward major/minor with chairs’ approval in Degree Works.
• Review student records for transfer credit accuracy in Degree Works and on the Oberlin transcript.
• Apply transfer credit fee to student accounts.
• Serve as primary contact for transfer of credit inquiries and communicate policies to stakeholders.
• Monitor and reply to emails in the transfer of credit inbox.
• Collaborate with Admissions to inform prospective transfer students about pre-evaluations and policies.
• Meet with new transfer students about prior coursework and applicability to Oberlin records.
• Send targeted emails per the transfer of credit communications plan.

Skills

Communication skills

Organization

Independent work

Critical thinking

Customer service

Team collaboration

High-volume environment

Software proficiency

Tech adaptability

Typing 50 WPM

Education

College degree or equivalent

Job description

Transfer of Credit Coordinator (Departmental Technician I)

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.

Announcement Information

Job Summary

The Office of the Registrar at Oberlin College invites applications for the position of Transfer of Credit Coordinator (Departmental Technician I). This is a full-time, 12-month continuing position reporting to the Assistant Registrar for Records and Registration.

Critical thinking, resourcefulness, and meticulous attention to detail are essential to this role. The successful candidate will possess exceptional communication and problem-solving skills, combined with a collaborative mindset and the ability to adapt effectively to shifting priorities. This position requires strong technical proficiency and comfort navigating complex software systems.

The incumbent will work in close partnership with the degree progress and graduation team, academic departments, the Manager of Double-Degree and Transfer Student Advising, and the Conservatory Associate Dean for Student Academic Affairs.

Responsibilities

The incumbent will have general responsibility for evaluating external transcripts and exam scores in alignment with institutional policies and recording transfer credit on student academic records. The incumbent will also support general office operations.

Essential Job Functions

Policies, Degree Requirements, and Procedures

• Acquire and maintain a thorough understanding of transfer of credit policies, general academic policies and deadlines, degree requirements, and operating procedures across areas of the Academic Advising Resource Center (AARC) and Office of the Registrar
• Interpret, apply, and convey academic policies and procedures to students, staff, faculty, and third parties
• Adhere to all federal regulations as they apply to academic records, including FERPA (Family Educational Rights and Privacy Act), and exercise judgment and a heightened sense of ethics as it relates to student records

Transcript and Exam Evaluations

• Evaluate transcripts from other institutions and determine course eligibility under Oberlin’s transfer of credit policies
• Evaluate Advanced Placement (AP) and International Baccalaureate (IB) score reports against Oberlin’s requirements to receive AP and IB credit; coordinate the review of international exam scores by departments
• Conduct pre-evaluations to determine whether coursework taken at other institutions may transfer to Oberlin, including whether a student is eligible to transfer coursework
• Conduct research on course descriptions, syllabi, course catalogs, and academic policies of other institutions to assess transferability
• Research international credit systems and grading scales and convert international coursework to U.S. semester credit equivalents
• Consult with department chairs as needed, review chair recommendations regarding the application of transfer credit toward requirements, and verify that recommendations align with academic policies

Transfer Credit Processing and Student Record Maintenance

• Retrieve transcripts and test scores sent from other institutions and log them in the electronic document management system (OnBase)
• Record approved transfer courses in the student information system (Banner) in alignment with Oberlin’s credit system
• Apply approved coursework toward general elective credit or, with approval from department chairs, toward major, minor, or concentration requirements in Degree Works, including necessary substitutions and exceptions
• Review student records to verify that transfer coursework is reflected correctly in Degree Works and on the Oberlin transcript
• Apply the transfer of credit fee to students’ accounts

Transfer Credit Communications and Outreach

• Serve as the primary point of contact for transfer of credit inquiries, communicating transfer of credit policies, procedures, and evaluation decisions to students, advisors, department chairs, administrators, and third parties
• Monitor, reply to, and distribute emails as appropriate in the transfer of credit email inbox
• Partner with Admissions to provide accurate information to prospective transfer students about pre-evaluations of prior coursework and transfer of credit policies
• Review and evaluate the coursework of prospective and admitted transfer students and collaborate with the Manager of Double-Degree and Transfer Student Advising to meet with new transfer students about their prior coursework and how it applies to their Oberlin record
• Send emails to target populations based on transfer of credit communications plan and review and update plan periodically

Customer Service and General Office Support

• Assist with front desk duties as assigned; greet and direct students and other visitors to appropriate contacts within the department and other campus offices
• Answer and route phone calls in a high-volume environment
• Assist students, faculty, staff, and third parties with questions regarding academic policies, procedures, and software systems
• Identify forms, policies, procedures, and deadlines relevant to a specific situation, and communicate this information to a generalist audience
• Assist with monitoring, replying to, and distributing emails in departmental email inboxes when needed

Marginal Job Functions

• Assist with special projects
• Keep up to date with new and existing software systems and technology
• Assist with key campus events such as Orientation, All Roads, and Commencement
• Assume the duties of other members of the records and registration team in their absence
• Other duties as assigned

Required Qualifications

• College degree or equivalent combination of experience and education
• 5-7 years of progressively responsible secretarial, clerical, or para-professional work experience
• Excellent oral, written, and interpersonal communication skills
• Excellent organizational skills and attention to detail
• Demonstrated ability to work independently on multiple complex projects simultaneously, prioritize duties, and exercise judgment and discretion
• Demonstrated experience thinking critically and analytically, and utilizing resources to address issues and questions
• Strong customer service orientation, including experience resolving challenging situations
• Demonstrated experience working effectively as part of a team and with people from diverse backgrounds
• Demonstrated experience working effectively in a high-volume, fast-paced, and deadline-based environment amidst interruptions and adapting to changing conditions, procedures, and practices
• Demonstrated experience with software applications, including interpreting data and working with spreadsheets
• Demonstrated ability to learn new technology and software
• Typing speed of 50 WPM with emphasis on accuracy

Desired Qualifications

• Relevant higher education work experience (e.g. student records, financial aid, admissions)
• Experience utilizing student information systems (SIS) and degree audit systems to support student records and academic progress

The Pay Grade 6 Administrative Assistant position is to be filled at an hourly rate of $27.60 or at the appropriate transfer rate for internal candidates and includes an excellent benefits package.

Supplemental Questions

Required fields are indicated with an asterisk (*).

Office of Human Resources
Oberlin College
173 West Lorain Street
Oberlin OH 44074
http://new.oberlin.edu/office/human-resources/

Phone: [phone]
Fax: [phone]
Hours: M-F 8:00 a.m. - 5:00 p.m.
[e-mail]