Job Description:
POSITION SUMMARY:
The Transfer Credit Specialist is responsible for conducting detailed evaluations of transfer courses to provide admissions counselors, academic advisors, and students with accurate and timely information regarding the applicability of courses from other colleges and universities to the programs at Pacific Oaks. This role emphasizes creating efficiencies and maintaining consistency in the transfer credit evaluation process.
Serving as the primary contact for students with questions about transfer credits and Prior Learning Assessments, the Transfer Credit Specialist engages in proactive outreach to ensure all requirements are met. Collaboration with faculty and academic advisors is essential to address student needs effectively.
This position is based in Pasadena and reports directly to the Associate Registrar.
SUPERVISION RECEIVED:
The incumbent is assigned duties according to specified procedures and receives detailed instructions. Work is checked frequently.
SUPERVISION EXERCISED:
Minimal or no supervisory responsibilities.
ESSENTIAL FUNCTIONS:
- Evaluate and Post Transfer and Prior Learning Credits: Accurately post all transfer credits and Prior Learning Assessment credits in CampusVue by institutional deadlines, ensuring adherence to accuracy benchmarks set by the department.
- Review and Process Transcripts: Review all transcripts submitted by students, ensuring the creation of a transfer credit worksheet that follows all written policies and procedures. Ensure compliance with institutional guidelines for credit evaluation.
- Collaborate for Process Improvements: Work closely with advising and academic departments to identify and implement improvements to the transfer credit evaluation process, enhancing the efficiency and accuracy of credit transfers.
- Meet Deadlines and Accuracy Standards: Ensure that all transfer credit evaluations and postings are completed within established deadlines while maintaining a high level of accuracy.
- Maintain Accurate Records: Enter and update transfer credit data in CampusVue and maintain accurate, up-to-date student records, ensuring compliance with institutional and accreditation requirements.
- Advise and Communicate with Students: Provide students with clear and timely information regarding transfer credit decisions, policies, and degree completion timelines. Respond to inquiries from current students about their transfer credits.
- Perform other duties as assigned.
Is regular attendance an essential function? ☒ Yes ☐ No
ESSENTIAL KNOWLEDGE, SKILLS and ABILITIES:
KNOWLEDGE:
- Interpretation and Application of Policies: Ability to interpret and apply guidelines, policies, procedures, and rules with strong analytical and sound judgment in decision-making.
- Data Analysis and Problem-Solving: Aptitude for gathering, analyzing, and synthesizing data to develop solutions, working closely with staff and faculty to resolve transfer-related challenges.
- Academic and Admissions Policy Knowledge: Comprehensive knowledge of higher education academic and admissions policies, specifically related to transfer credit evaluation and student progression.
- Transfer Credit Evaluation Process Development: Experience in developing and optimizing processes for evaluating transfer credit, particularly for programs with unique transfer policies.
- Collaboration and Relationship Management: Ability to establish and maintain effective working relationships with key stakeholders such as Operations, Admissions, and external affiliates.
- System and Compliance Expertise: Proficiency in using CampusVue and Image Now systems; knowledge of FERPA regulations and accreditation standards is mandatory.
SKILLS:
- Analytical Decision-Making: Ability to apply sound judgment and analysis when making decisions regarding transfer credits.
- Process Optimization: Skill in creating and refining processes for the evaluation of transfer credits, especially for specialized programs.
- Stakeholder Communication and Coordination: Effective communication and collaboration with various departments and external partners.
- System Proficiency: Proficient use of CampusVue, Image Now, and compliance with FERPA and accreditation requirements.
ABILITIES:
- Judgment in Policy Application: Ability to apply policies accurately and with sound discretion.
- Collaboration with Internal and External Teams: Skill in working with diverse teams both internally and externally.
- Effective Communication and Relationship Building: Ability to foster productive relationships across departments and with external affiliates.
- FERPA and Accreditation Compliance: Demonstrated understanding and adherence to FERPA regulations and accreditation requirements.
- Flexible Scheduling: Ability to work a flexible schedule, including some evenings and/or weekends, as necessary.
- Travel Requirement: Willingness and ability to travel within the Greater Los Angeles area and Northern California, as needed.
PREFERRED KNOWLEDGE, SKILLS and ABILITIES:
KNOWLEDGE:
- Transfer Equivalency System Familiarity: Knowledge of Transfer Equivalency System (TES) and CollegeSource preferred.
- Prior Learning Assessment Knowledge: Knowledge of Prior Learning Assessment (PLA) processes preferred.
- VA and Military Program Assistance Familiarity: Familiarity with VA and Military Program Assistance policies is a plus.
SKILLS:
- Team Collaboration and Ethical Responsibility: Demonstrated ability to balance teamwork and individual responsibilities while upholding ethical standards and organizational values.
- Communication and Interpersonal Skills: Strong written and verbal communication skills, as well as excellent organizational and interpersonal abilities.
- Attention to Detail and Deadline Management: High attention to detail and ability to work under strict time constraints.
ABILITIES:
- Balancing Teamwork and Individual Responsibilities: Ability to manage tasks independently while working effectively as part of a team.
- Adherence to Compliance and Accuracy Benchmarks: Ability to maintain compliance with external standards and internal policies while ensuring accuracy.
- Ability to Work Under Time Constraints: Strong capacity to meet deadlines in a fast-paced environment.
POSITION QUALIFICATIONS:
EDUCATION:
- Required: Bachelor’s degree from a regionally accredited higher education institution in a related field required or equivalent combination of education and relevant professional experience.
EXPERIENCE:
- Required:
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) required, with an emphasis on data analysis and reporting.
- One to two years of experience in student services or academic administration that involves working with transfer credit evaluation, academic records, or admissions.
- Preferred:
- Three to five years of experience in academic evaluation, transfer credit processing, or student services at a higher education institution.
- Certification from the Council for Adult and Experiential Learning (CAEL) preferred but not required.
- Familiarity with AACRAO (American Association of Collegiate Registrars and Admissions Officers) and CAEL guidelines preferred but not required.
TYPICAL WORKING CONDITIONS
- Office environment; typically, 70 degrees
- Noise level is usually quiet to moderately noisy while in the office
EQUIPMENT USED:
- Computer/Laptop
- Calculator/10-key
- Telephone
- Copier, scanner and fax machines
ESSENTIAL PHYSICAL & MENTAL TASKS: (Check all that apply):
Physical Demands:
☒ Standing ☒ Lifting: 5 Lbs. ☒ Walking
☒ Hearing
☒ Speaking ☒ Reaching ☒ Writing
☒ Seeing
☒ Other: Typing
Physical Environment - Exposed to:
☒ Noise ☒Other: Dust
Mental Demands:
☒ Reading ☒ Detailed Work ☒ Frequent Contact with People
Y☒ Multiple Concurrent Tasks
TRAVEL: (% of total time): Up to 10% of total time
ENVIRONMENTAL CONDITIONS:
The noise level in the work environment is usually quite to moderately noisy while in the office. The office temperature is about 70 degrees.
DECISION MAKING:
The position is governed by the policies of Pacific Oaks, along with established procedures for the department. Independent judgment is required in the supervision of personnel as well as in the carrying out of the department's strategic goals and budget management.
CONTACT RESPONSIBILITIES:
Routine exchange or presentation of information.
Responsible for demonstrating professionalism and leadership in resolving conflicts with students and employees. Recommends alternative approaches to solve problems and conflicts.
FINANCIAL RESPONSIBILITY:
This position does not require the management of budgets, but it is required to follow Pacific Oaks policies for purchasing and budget approvals.
Compensation & Benefits
This opportunity is budgeted at $20.00-21.50 base compensation. Additional compensation factors may impact total compensation. To learn more about our competitive benefits and additional rewards, including generous paid time-off, medical and dental insurance coverage, life and disability insurance, retirement plan with employer contribution, multiple flexible spending accounts, tuition reimbursement, click the link below.https://www.pacificoaks.edu/about/careers-pacific-oaks/
Pacific Oaks is an Equal Opportunity Employer.
Pacific Oaks participates in E-Verify and verifies identity and employment eligibility of all persons hired.
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. Pacific Oaks offers equal employment opportunities to all persons without regard to race, color, ethnicity, religion, sex, sexual orientation, national origin, age, marital status, physical or mental disability, parental status, housing status, source of income or military status, in accordance with applicable federal, state and local EEO laws.