Are you detail-oriented with a knack for precision? Join our team as a Transfer Services Specialist at Salem State University's Registrar's Office! This role entails managing confidential student records and ensuring accurate course credit evaluations, including maintaining transfer equivalency information and processing incoming transfer credit evaluations. If you're adept at problem-solving, possess excellent communication skills, and thrive in a fast-paced environment, this position offers an exciting opportunity to contribute to students' academic success. As a Transfer Services Specialist, you'll be responsible for inputting, correcting, and distributing confidential information using electronic data processing equipment. You'll assist staff members in the Transfer Services and Degree Audit unit, serving as a front-line liaison for transfer students, faculty, and others regarding transfer credit issues. Additionally, you'll maintain and support the transfer credit equivalency database, organize and complete tasks independently, track and analyze transfer credit data, and operate various computer systems and peripheral equipment. If you're ready for a rewarding career where you can make a difference, apply now!

Hours: 8:30am-5pm, Saturday and Sunday off
Break: 12pm-1pm
Salary: $51,201.80 annually/$984.13 weekly
Application Deadline: March 16, 2024

1. Establishes and maintains an external course transfer evaluation file on the student administration system for all newly admitted and current transfer students. Responsible for accuracy of data entry and corresponding records. Works with administrative staff in the registrar's office to address issues as needed.
2. Using computer equipment, is responsible for the preparation and interpretation of various systematic reports related to transfer student issues, transferability of courses, equivalency tracking, and other ad-hoc reports as needed. Schedules and generates regular reports of external courses requiring evaluation.
3. Assists administrators in the Transfer Services unit of the Registrar’s Office with the maintenance of the transfer equivalency database. Data enters equivalency information after verifying information received from academic departments. Monitors accuracy of the database and addresses data accuracy issues; researches and resolves related issues where necessary. Resolution may include research, outreach to external constituents such as advising staff at external institutions.
4. Maintains accurate and timely documentation of transfer related actions and information as appropriate in student file on OnBase and PeopleSoft for the purpose of maintaining the integrity and reliability of student file when in use by other offices such as Financial Aid and Advising. May process approved substitutions or student exceptions in the academic advisement module in PeopleSoft. Responsible for troubleshooting of technical problems related to the student record, transfer equivalency database or OnBase workflow. Initiates corrective action as necessary.
5. Responds to faculty, staff, and student (pre-admit, admitted and matriculated students) inquiries related to university and Registrar policies and procedures, transfer credit evaluation and applicability to curriculum, transfer agreements and related policy. Releases information from student records in compliance with the guidelines of the Family Educational Rights. and Privacy Act (FERPA).
6. Responsible for interpretation of and clarification of underlying substance of student and faculty inquiry to accurately identify necessary course of action required towards resolution of issues. Provide timely, knowledgeable, and courteous responses to all internal and external service requests.
7. Provides assistance as needed with office operations and functions, including but not limited to: customer service, registration, transcripts, academic status changes, student record data entry, catalog data entry, scanning, proofing, and indexing. Provides feedback on business process and operations to supervisors) to ensure continuous improvement in business operations.
8. Using electronic resources, assembles reports with external course information for academic department evaluation and initiates requests to academic departments by submitting electronic and paper requests to the relevant department. Tracks and reports on response, taking follow up action as needed.
9. Generation of standard communications with transfer students, faculty and staff related to Transfer Services practices. This includes but is not limited to: responding to requests for information via Admissions staff for recruitment purposes and electronic communications with transfer students regarding the status of transfer credit evaluation, communicating with academic and administrative offices about transfer practices, transfer evaluation and other academic policies or procedures.
10. Using online databases and external school websites, researches course and policy information for incoming courses requiring evaluation.
11. Provides support in conjunction with other classified staff in the Registrar’s Office for routine maintenance of the student’s academic record and other Registrar’s Offices and services, including, but not limited to leaves of absence, permission to repeat courses, nondegree registration, transcript service monitoring and updating.
12. Identifies coding errors and monitors system performance at point of data entry, takes corrective action to maintain accuracy as necessary and as appropriate. Works in conjunction with database administrators, network analysts, email administrators or user support technicians assigned to the Registrars programs or systems. Assists administrators with system testing during upgrades or implementation cycles. 
13. Provide timely, knowledgeable and courteous responses to all internal and external service requests. Records substantive student service interactions in the University’s student success system.
14. Performs miscellaneous clerical work as required, such as operation of various office machines, including, but not limited to, computers, scanners, faxes.
15. Other duties as assigned.

Minimum Entrance Requirements:

Applicants must have at least (A) one year of full-time, or equivalent part-time, experience in electronic data processing work, the major duties of which included the operation of the console of a computer and/or the peripheral devices used in support of computer operations, or (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:

1. An Associate's degree or higher with a major in the field of data processing may be substituted for the required experience.*
2. A diploma for completion of a one year full-time, or equivalent part-time, program in a recognized non-degree granting business or vocational/technical school above the high school level with a major in the field of data processing may be substituted for the required experience.*
3. An official transcript from a recognized business or technical/vocational school as evidence of completion of at least 9 semester hours of instruction (or the equivalent in classroom and/or laboratory hours) in computer programming/ operation may be substituted for the required experience.
4. Graduation from the data processing course of a recognized vocational/technical high school may be substituted for the required experience.

*Education toward such a degree or diploma will be prorated on the basis of the proportion of the requirements actually completed.

Preferred Qualifications:

1. Previous experience in a registrar's office or a similar academic administrative setting preferred.
2. Experience with PeopleSoft or similar student administration systems is highly desirable.
3. Ability to maintain accuracy in data entry and records management is crucial.
4. Proficiency in interpreting and generating systematic reports related to transfer student issues and course equivalency tracking.
5. Strong verbal and written communication skills to effectively interact with faculty, staff, students, and external constituents.
6. Knowledge of Family Educational Rights and Privacy Act (FERPA) guidelines regarding student records confidentiality.
7. Demonstrated commitment to maintaining confidentiality and integrity of student records and sensitive information.

Working Conditions:

This is a hybrid position with on-campus, in-person responsibilities in Salem, MA and will require occasional evening and weekend hours.

Office activities are performed in an environmentally controlled office setting subject to extended periods of sitting and standing, keyboarding and interaction with computer equipment; Occasional bending, reaching, lifting, pushing and pulling up to 10 pounds. 

Salem State University complies with the Americans with Disabilities Act (ADA) to provide reasonable accommodation to qualified applicants and employees with disabilities. For accommodation information or requests please email eo-hr@salemstate.edu.

Special Instructions to Applicants:

Please apply online. Resume and cover letter not required, but are appreciated.

Employment is contingent upon a completed background and CORI check satisfactory to the university. Internal candidates are not subject to background check. 

EEO Statement:

Salem State University is an equal opportunity/affirmative action employer. Persons of color, women and persons with disabilities are strongly urged to apply.