Academic Records and Transfer Coordinator

Job Summary / Basic Function :

The Academic Records and Transfer Coordinator applies specialized skills with advanced understanding of practices, policies, and procedures related to the Office of the Registrar’s permanent student academic records services, including transfer, articulation, and degree audit.

This position is responsible for the operational implementation of federal, state, and WSU policies and initiatives in areas of responsibility, and collaborates in identifying and developing process improvements.

The coordinator supports day to day operations and ensures compliance with the protection of student data in accordance with the Family Education Rights and Privacy Act (FERPA).

Responsible for maintaining accurate and timely academic, transfer, and articulation records across multiple systems, including the enterprise student information, transfer evaluation, degree audit, and document management systems. Minimum Qualifications

• Bachelor’s degree.
• At least three years of experience working in a higher education setting, or any equivalent combination of education, training, and experience.
• Excellent research, critical thinking, and analysis skills.
• Attention to detail.
• A proven commitment to process improvement, quality service, and student advocacy.
• Demonstrated experience interpreting and applying relevant policies, regulations, and rules with the ability to maintain confidentiality of private information.
• Excellent interpersonal skills with demonstrated diplomacy in problem resolution and the ability to interface effectively with all levels of staff and faculty, university partners, and external agencies.
• Excellent research, critical thinking, and analysis skills.
• Effective problem-solving skills and professional judgment.
• Proficient in the use of current reporting tools, Microsoft Office applications (Outlook, Word, Excel).

Preferred Qualifications

• Master’s Degree
• Experience with integrated student information systems (Ellucian Banner or similar) and technical facility to work in degree audit and transfer software.
• Experience with transfer credit evaluation and academic program structures.

Essential Functions and percent of time (cont'd) : 20% Maintains the accuracyand integrity of academic records under University and FERPA guidelines.

Researches, provides clarification, and resolves problems affecting academic records, requiring an in-depth knowledge of academic policies, procedures, and the student information database.

Supports academic advising as a resource on student academic record / history and university academic policies and procedures to ensure that students receive appropriate academic guidance.

Converts equivalencies into internal degree audit systems and external, multi-user electronic databases. Serves as backup for the transfer articulation tables supporting the application of transfer equivalencies and appropriate credit hours to student academic records.

Serves as backup for institutional reference tables, including the grade table, credit systems, and course masks. Updates degree audit articulation tables to reflect ODHE transfer initiatives (OTM, TAGs, CTAGs, MTAGs, etc.

Performs regular review and updates of transfer articulation rules. Audits transfer equivalency data for accuracy and makes updates as needed.

Serves as backup for Transfer Evaluation System (TES) and Transferology database administrator.

20% Assists the degree audit unit and serves as a degree audit resource professional for the university. Responsible for working with department chairs to develop structure for degree audit reports to verify graduation requirements and meet individual department needs.

Coordinates with departments to ensure accurate degree audits. Analyzes curriculum requirements, interprets, and translates into system requirements applying rule sets to complex information, using logic, and analytical techniques.

Degree audit maintenance of degree programs and their respective requirements. Troubleshoots, researches, and resolves degree audit issues and escalations from campus advisors, faculty, professional staff, and students.

Maintains data governance practices for academic programs and degree audit to ensure data accuracy, integrity, and security.

Maintains and ensures data standards in support of regulatory compliance. Assists in resolving related issues.