What are the responsibilities and job description for the Student Records Clerk, Transfer Credit Evaluation - Registrar's Office position at Ashland University?
Job Description
The Registrar’s Office is a centralized department serving students throughout their education life cycle and is the official source of information of the academic record. The office is committed to the creation, maintenance, preservation and transmission of accurate records in accordance with academic policies. As an integral part of the Registrar’s team, the Student Records Clerk performs data entry, information verification, as well as handles routine requests for student records, transcripts, and related information.
- Processes enrollment; update student information; process drop/add/withdraw electronic and paper files.
- Processes name changes and updates other academic and demographic information in electronic files.
- Processes student date changes in registration.
- Provides transcripts, enrollment verifications, and degree verification by mail, facsimile, or telephone according to prescribed procedures.
- Maintains confidential academic files in proper working order in accordance with current FERPA and university procedures.
- Assist students requesting information from the Registrar’s office.
- Assists with record retention processes as they pertain to individual student files. Assists with digitization of records.
- Assists in the distribution and collection of forms, including but not limited to release of records, FERPA waivers, applications for degrees, etc.
- Assists in other areas as requested.
- Enter college transcripts from transfer schools into Colleague (SIS).
- Updating course equivalencies within Transcript Evaluation System (TES).
- Maintain up-to-date student academic records, including all grades (Final, Incomplete, Audit, Credit, Transfer, Integrity Violation, and Withdraw).
- Answer department telephone and Regis email, assisting students and other stakeholders with accurate information.
- Maintain confidentiality on all information in the office in accordance with current FERPA and university procedures.
- Maintain courteous, professional and effective working relationships with employees, vendors and/or any other representatives of external organizations.
- Comply with all University policies and procedures.
- Assist the Associate and Assistant Registrar in supervising work-study students
- Assist the Registrar, Associate and Assistant Registrar by performing other related duties as assigned. Assist in the division and distribution of the REGIS email box.
Transcript Evaluation Focus
- Conduct and provide preliminary transcript evaluations for prior credit, transfer credit and applicable workshop credit as requested by staff and students. Focusing upon Nursing and Education.
- Accurately evaluates and certifies complex credentials and transcripts.
- Processes credentials based on established AU guidelines and policies and industry adopted best practices.
- Apply course to course equivalencies to program planning sheets based upon AU faculty determinations.
- Communicate with admissions and academic advising to advise accurately on program and degree planning as they communicate with the students.
- Manage the on-going evaluation and documentation of transfer credit policies and procedures in coordination with approved Faculty Senate decisions.
- Research course equivalencies through external institutions and Ashland University course catalogs to make curricula-based recommendations/determinations of appropriate Ashland University academic credit in tandem with faculty.
- Manage and coordinate with college deans, department chairs, and faculty to build and maintain a database of common course equivalencies within Colleague (TCEQ) and Transfer Evaluation Services (TES).
- Serve as primary liaison and resource for inquiries regarding course equivalencies, admission evaluations, and articulations.
- Uphold the universities transfer policies and recommends changes for process improvement.
- Aid the Accelerated Nursing Program and RN-BSN by: program prerequisites (tracking and placing/removing holds), entering student transfer credits, course sub/waivers, and program graduation evaluation.
Required Qualifications
- Associates Degree required
- At least one (1) year of experience in a high volume office
- Demonstrated excellence in verbal and written communications skills and attention to detail and accuracy
- Knowledge of rules, regulations, and laws regarding student records
- Excellent customer service skills, organizational and interpersonal skills
- Ability to work effectively with diverse populations
- Ability to follow routine verbal or written instructions
- Record maintenance skills
- Ability to read, sort, check, count and verify numbers
- Skills in the use of operating basic office equipment
- Strong computer skills required with proficiency of related software applications
- Clerical, word processing, and/or office skills
- Ability to maintain a high degree of customer service and confidentiality
Preferred Qualifications
- Bachelor’s Degree preferred
- Preferred experience with SIS systems such as Colleague and reporting systems
Physical Demands
Anticipated Start Date of New Hire
02/24/2025
Anticipated Number of Hours Working per Week
40
Shift Required?
First
Job Duties
Posting Detail Information
Posting Number
S913P
Number of Vacancies
1
Desired Start Date
02/24/2025
Job Open Date
02/07/2025
Job Close Date
Open Until Filled
Yes
Special Instructions to Applicants
