Academic Records and Credentials Analyst

Job Description

Basic Function and Responsibility :

Under general supervision, evaluate student academic records for transfer credit, completion of degree and certificate requirements, and special areas of study and concentrations.

Responsible for the maintenance of student graduation information, production of diplomas and certificates. Evaluate academic transcripts and academic documents to determine course equivalencies and credits.

Serve as a primary contact for students with questions about transfer credit and graduation. Serve as a backup for the updating of information in the degree audit system.

Characteristic Duties and Responsibilities :

• Analyze college transcripts to determine course equivalencies and credits that will transfer to students' academic programs of study at Oakton Community College.
• Utilize available technology such as Banner Transcript Equivalencies, TES®, and Transferology® to research and consider course equivalencies.

Determine if prior coursework meets Illinois Articulation Initiative (IAI) general education requirements. Determine if transfer courses are listed on the transcript equivalency table in the student information system.

If necessary, add new courses to the equivalency table.

• Evaluate documents certifying experiential, CLEP, AP, IB, military, high school seal of biliteracy and other educational experiences applicable for course equivalencies and credits at Oakton Community College.
• Communicate with deans, department chairs and coordinators, faculty and academic advisers regarding course substitutions, waivers, prior learning credit and other related topics.

Assist with processing and maintaining accurate records of decisions.

• Inform limited enrollment programs chairs and advisers regarding applicants' admission pre-requisites and transfer credit from other institution(s).
• Analyze student records to determine completion of graduation requirements for degrees, certificates, special programs of study or concentrations, and academic honors.

Record academic awards in the student information system and diploma database. Prepare and produce diplomas. Coordinate with third party on production of diplomas, mailing, and timeline.

As directed, order graduation materials and promote the petition to graduate process.

Support students by communicating decisions related to transfer credit, prior learning credit, and other alternative forms of educational credit.

Provide record information and options to support student success including referrals to resources such as academic advising and the unofficial degree audit system.

Respond to student inquiries and discuss transcript evaluation and graduation requirements.

• Evaluate college and high school transcripts for course pre-requisites. Communicate decisions to students. Answer student questions about enrollment and completion.
• As needed, enter course substitutions and waivers for students on the degree audit system.
• Assist with official transcript production, prepare reports and supply student record data as required. Provide college information to students and prospective students in-person, over the telephone, and with electronic tools.
• Assist with departmental assessment projects, service on committees as directed, and lead commencement activities as directed by the Coordinator of Student Records.
• Participate in Enrollment Center cross training activities to develop knowledge in other functional student affairs areas in order to provide integrated and comprehensive information to students, staff, and community.

Assist with conducting cross-training activities for staff and student employees. Provide excellent customer service.

• As directed, provide Registrar Services in the Enrollment Center.
• Perform other job related duties as assigned.

Requirements :

Qualifications and Working Conditions :

• Bachelor's degree or equivalent combination of education and experience from which comparable skills can be acquired is required.
• Two years' experience in Admissions / Records. Familiarity with transcript evaluation and graduation requirements is preferred.
• Knowledge of degree audit reporting system preferred.
• Strong interpersonal skills. A high level of interpersonal and communication skills and the ability to deliver services in an environment where there is an emphasis on customer service are strongly preferred.

Ability to give and receive information and interact with individuals in situations requiring sensitivity and tact.

• Proficient experience and skills using Microsoft Office, including Word and Excel. Database application skills (Microsoft Access) is desired.
• Knowledge of Banner, Uachieve, and / or Diploma on Demand preferred.

Physical Demands :

Light lifting up to 10 lbs. and light carrying up to 10 lbs. Ability to reach above shoulder. Periods of time spent sitting, standing, walking, kneeling, bending and stooping.

Mobility to move from building to building on-Campus and to visit off-Campus entities. Work is performed in a general office environment and is sedentary in nature.

Little or no exposure to adverse working conditions.

Additional Information :

Supervision Received :

Functional supervision received from the Coordinator of Student Records. Administrative supervision received from the Registrar.

Supervision Exercised :

Functional supervision may be exercised over 1 to 3 student employees.

HOURS : Monday - Friday 8 : 15 am - 5 : 00 pm - Evenings and Weekend hours may be required due to the needs of the College.

SALARY : $46,

Based on the needs of the college and with Administrator approval, some positions at the college may have hybrid schedule options available after 30 working days.

Out-of-State Employment Defined

Oakton College's primary location of operation is in the state of Illinois. An "out-of-state employee" is defined as an employee of Oakton College whose primary work location is outside of the state of Illinois.

State taxes, employment tax, and worker's compensation provisions vary from state to state and require payroll compliance with these various rules.

Allowable States for Out-of-State Employment

All employees must maintain their primary residence in Illinois, Indiana, or a reciprocal state with Illinois. Reciprocal states include Iowa, Kentucky, Michigan, and Wisconsin.

Illinois has tax agreements with these reciprocal states. Employees may have their primary residence in Indiana since Indiana is adjacent to Illinois.