Transfer Specialist

College of Southern Maryland; La Plata (MD); On-site; USD 45,000 - 65,000; Full time

Job summary

College of Southern Maryland is seeking an Administrative Specialist to support transfer credit evaluation and processing. You will work with the Registrar’s Office, deans, and faculty to ensure accurate course equivalencies and timely responses to inquiries.

The role involves maintaining transfer systems (ARTSYS, Colleague, TES), coordinating with content experts, and supporting events and outreach related to transfer services. A strong attention to detail and customer service are essential.

Qualifications

• Associate degree required.
• Two years of administrative or office experience.
• Bachelor’s degree preferred.
• Experience with transfer services or registrar’s office preferred.

Responsibilities

• Utilize appropriate technology and College systems to complete assigned work accurately and efficiently.
• Research courses and institutions when an established equivalency is not available; route courses for faculty or content expert review as appropriate and track requests through completion.
• Enter and verify transfer credit in the appropriate student information and transfer systems; identify and correct errors or discrepancies.
• Proactively modify course equivalencies as CSM courses are added, deleted, and/or modified through the curricular process.
• End equivalencies as CSM courses are deleted and create new equivalencies as appropriate based on course modifications.
• Update TCEQ with information on course changes made at sending Maryland public institutions to include sending new courses to content matter experts for review and entering new course equivalencies as they are approved.
• Review supporting documentation and ensure transfer credit evaluations are complete, accurate, and appropriately documented before finalizing.
• Review and correct existing equivalencies as needed.
• Facilitate, monitor, and document the annual review of course equivalencies from Maryland Public institutions by content matter experts to ensure compliance with the Transfer with Success Act.
• Facilitate the creation of a workflow designed to streamline the course equivalency review process between the Registrar’s Office and content matter experts.
• Train new content matter experts/staff on transfer systems and processes as needed.
• Monitor and facilitate assigned transfer credit evaluation requests, including requests received through ARTSYS.
• Serve as backup to the Transfer Coordinator and assist with evaluation workload and related processing as needed.
• Maintain the ARTSYS webpage for incoming transfer equivalencies.
• Maintain the TES public database of incoming transfer equivalencies.

Skills

Attention to detail

Customer service

Communication

Time management

Microsoft Office

Education

Associate degree

Bachelor’s degree

Tools

Colleague

ARTSYS

TES

Job description

Located 45 minutes from the Nation’s Capital, nestled in a history-rich community of southern Maryland, The College of Southern Maryland (CSM) is a two-time Aspen Award-winning institution (top 15% of Community Colleges) with academic programs in over 100 disciplines.

Diverse Issues in Higher Education. CSM offers excellent health insurance benefits; State Retirement Pension plan; wellness programs; Code Green early closure Fridays in the summer; college closure for spring break and several major holidays, including the week between Christmas and New Year; and for several days in March for Spring Break.

This position works closely with the Registrar’s Office, academic deans and faculty, and academic advisors. The position supports the Transfer Coordinator and assists with the transfer course evaluation process for the College. This position ensures that accurate data on course equivalencies are sent to external student resources, including the CSM website, ARTSYS, ACE Military Guide, and TES.

Reports to: Assistant Director, Registrar’s Office, Transfer Services

The hiring salary for this position will be from the min to mid-point of the salary range advertised.

This position is open until filled.

40% Transfer Credit Evaluation and Processing

• Utilize appropriate technology and College systems to complete assigned work accurately and efficiently.
• Research courses and institutions when an established equivalency is not available; route courses for faculty or content expert review as appropriate and track requests through completion.
• Enter and verify transfer credit in the appropriate student information and transfer systems; identify and correct errors or discrepancies.
• Proactively modify course equivalencies as CSM courses are added, deleted, and/or modified through the curricular process.
• End equivalencies as CSM courses are deleted and create new equivalencies as appropriate based on course modifications.
• Update TCEQ with information on course changes made at sending Maryland public institutions to include sending new courses to content matter experts for review and entering new course equivalencies as they are approved.
• Review supporting documentation and ensure transfer credit evaluations are complete, accurate, and appropriately documented before finalizing.
• Review and correct existing equivalencies as needed.
• Facilitate, monitor, and document the annual review of course equivalencies from Maryland Public institutions by content matter experts to ensure compliance with the Transfer with Success Act.
• Facilitate the creation of a workflow designed to streamline the course equivalency review process between the Registrar’s Office and content matter experts.
• Train new content matter experts/staff on transfer systems and processes as needed.
• Monitor and facilitate assigned transfer credit evaluation requests, including requests received through ARTSYS.
• Serve as backup to the Transfer Coordinator and assist with evaluation workload and related processing as needed.
• Maintain the ARTSYS webpage for incoming transfer equivalencies.
• Maintain the TES public database of incoming transfer equivalencies.

25% Student, Faculty, and College Support

• Respond to student questions by phone, email, and in person regarding transfer credit, transfer processes, transfer resources, and the status of evaluation requests.
• Provide support to faculty and content experts, academic advisors, deans, and Registrar’s Office staff related to transfer credit evaluation and transfer processes.
• Provide timely, professional customer service while maintaining the confidentiality and security of student records.

15% Transfer Services Operations, Records, and Documentation

• Maintain accurate departmental records, tracking tools, databases, and documentation related to assigned projects.
• Maintain and update a procedural desk manual and standard operating procedures for assigned responsibilities.
• Assist with transfer pathway and agreement record maintenance.
• Ensure the accuracy of assigned transfer information in CSM web resources and other internal or external systems (website, ARTSYS, ACE Military Guide, etc.)

15% Transfer Events, Outreach, and Partner Support

• Provide logistical and administrative support for transfer events
• Represent CSM at transfer and recruitment activities as assigned.
• Support communication with transfer partners related to scheduled events and student-facing activities as directed.

5% Registrar’s Office Cross-Training, Professional Development and Department Support

• Crosstrain with Registrar’s Office staff to provide backup support for student-facing services, phone and email inquiries, and routine processing.
• Assist with departmental projects, records, and operational needs during peak periods or staffing gaps.

Additional Duties:

• Performs other related duties as assigned.

Required Education and Experience:

• Associate degree required
• Two years of administrative or office experience

Preferred Education and Experience:

• Bachelor’s degree
• Experience in transfer services, a registrar’s office, admissions, advising, student records, or a related higher education setting
• Experience reviewing college transcripts or transfer credit and using student information systems, databases, or transfer technology

Licenses, Certifications, or Additional Requirements:

• Must maintain insurability for vehicle use under the College’s liability insurance coverage.

Knowledge, Skills, and Abilities:

• Strong attention to detail and accuracy, including the ability to proofread, verify data, and identify discrepancies before work is finalized.
• Excellent oral, written, interpersonal, and customer service communication skills.
• Strong organizational and time-management skills with the ability to manage multiple priorities, deadlines, and follow-up responsibilities.
• Proficiency with Microsoft Office Suite and the ability to learn and effectively use student information systems, such as Colleague and ARTSYS, and other College technology.
• Ability to work with professional integrity and discretion and to maintain the confidentiality and security of student records in accordance with applicable requirements.

PHYSICAL DEMANDS

The work is mostly sedentary work which requires exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly.

WORK ENVIRONMENT

Work is performed in a relatively safe and secure work environment. Travel between College locations and to transfer-related events may be required.

General Employment Information

The College of Southern Maryland is an Equal Opportunity Employer.

Background Checks

The College of Southern Maryland conducts background checks in order to ensure the safety and well-being of the College's staff and students. The final candidate for this position will be subject to the following background checks: Criminal History Check and Sex Offender Registry Check.

Conflict of Interest policy

No College of Southern Maryland employee shall engage in or have a financial interest, directly or indirectly, in any activity that conflicts or raises a reasonable question of conflict with his or her duties and responsibilities. CSM Employees shall not at any time engage in any outside employment or independent consulting that would adversely affect their employment status or performance as employees at the college, create a conflict of interest, or, with the exception of constitutionally protected activities, would compromise or embarrass the college, or adversely affect professional standing. Any full‑time college employee who also holds a full‑time position or its equivalent in consulting elsewhere (whether permanent or seasonal) will be deemed to have a conflict of interest and will be asked to resign from one of the full‑time positions. Full‑time employees must promptly disclose in writing, on a form available from the Human Resources Office to the college all other full‑time employment or its equivalent in independent consulting.

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