Transcript Evaluator

Under the general supervision of the Registrar this position is responsible for performing the transcript and the grading processes for all incoming and current students as part of the Student First Stop Center. Processes graduation transcript evaluations including requests for grade equivalencies and all grade changes. Responsible for performing all duties in compliance with state and Federal regulations pertaining to Federal Title IV funds and Veterans benefits while working as an integrated team. Responsible for assisting with the duties of the Student Success Navigator position as needed and provide accurate information regarding services at the Student First Stop. This position works independently with minimal supervision and may be assigned lead in the absence of the supervisor.

Transcript Evaluation 50 of Time)

1. Assume sole responsibility for performing the duties of the transcript evaluation process including graduation requirements and tracking transfer transcript equivalencies military equivalencies appropriate substitutions and grade changes.
2. Determine the accuracy of student paper and electronic transcripts and resolve issues by coordinating and implementing solutions which may necessitate coordination between other colleges and universities and the military as well as with the Registrar Financial Aid Office faculty and Deans.
3. Comply with all Federal Title IV guidelines and Veterans Benefits guidelines to ensure the accuracy of coursework required to meet graduation requirements.
4. Plan develop and implement all management information system processes in a collaborative manner to ensure compliance and to operate as efficiently and effectively as possible by proactively maximizing the functionality of Jenzabar. Requires continual process improvement and maintenance of the academic records module.
5. Serve on the Academic Standards Committee to ensure that all degree requests and changes are properly implemented. Appropriately apply all requests submitted to the Academic Standards committee to the student transcript and appropriately apply all the requests to meet degree requirements.
6. Responsible for understanding and implementing any changes within the EDI transcript process and procedures.
7. Ensures compliance with the Family Education Rights and Privacy Acts (FERPA) as it relates to the assigned areas of responsibility.
8. Determine the accuracy of all graduation applications and perform the degree audit process on all graduate requests including tracking the progress of graduate applications throughout the process until all federal state and institutional requirements have been met.
9. Oversee the advance placements CLEP challenges military equivalencies and other similar requests.

1. Assist Registrar with the oversight and accuracy of the grading process.
2. Responsible for proposing procedures and recommending updates to existing procedures. Cross train within the First Stop and act as back up when directed.
3. Assist students with understanding their charges for tuition fees books etc. including Title IV aid and loans paid onto accounts and any payments made to their accounts
4. Provide excellent customer service for all visitors community members students and guests of the college. Greets and directs guests clients and potential students to the appropriate areas for assistance by promoting a positive informative and welcoming environment for the guests and students
5. Handles customer service inquiries and problems via telephone internet or written correspondence. Answers general and common questions about the college college processes workforce and continuing education courses student admission financial aid payment information and career services inquiries.
6. Responsible for informing students about the various college petition policies and processes including but not limited to Financial Aid appeals tuition overload petitions Academic Standards petitions and tuition refund petitions
7. Have a knowledgeable understanding of the registration and Financial Aid process.

1. Serve on Curriculum Committee
2. Maintain Deans Memos and provide input to Deans/OOFI regarding permanent program changes when needed.

REQUIRED QUALIFICATIONS

Associates degree in Computer Information Systems Business or related field or the equivalent to two 2 years of posthigh school training/education within a financial setting and/or public institution plus additional college training in accounting computers or businessrelated classes.

Three 3 or more years of office experience processing highly technical information and performing highlevel administrative assistance tasks.

Successful applicants for this position must possess the following knowledge skills and abilities or be able to explain and demonstrate that they can perform the essential functions of the job with or without reasonable accommodation:

• Ability to communicate effectively both orally and in writing using the English language with or without the use of an interpreter.
• Ability to consistently convey a pleasant and helpful attitude by using excellent interpersonal and communication skills to control sometimes stressful and emotional situations. Requires sufficient communication and human relations skills to resolve confrontations and gain cooperation.
• Ability to work and cooperate with staff at all levels and assist other Student First Stop employees in maintaining a freeflowing student oriented atmosphere.
• Ability to understand and access various files in the computer to verify accuracy of the registration costs and other pertinent data including all types of financial aid awards tuition waivers and agency sponsorship awards.
• Requires the individual to interpret and apply a vast array of federal regulations to current and future policies and procedures to accurately and efficiently monitor student aid eligibility. Ability to adapt quickly and smoothly to continuous changes in federal state and college regulations policies and procedures.
• Ability to maintain professionalism confidentiality and objectivity under constant pressure and crisis situations. Compliance and complete understanding of FERPA is essential. Ability to work with time deadlines and a high level of accuracy using independent judgment in determining college and student eligibility.
• Ability to perform data entry in collegewide Student Information System word processing and spreadsheet applications. Exhibit a high level of computer literacy sufficient to use software such as word processing spreadsheets and databases to produce correspondence documents and reports. Sufficient manual dexterity to be able to operate office computer typewriter and calculator. Advanced knowledge of Microsoft Office.
• Knowledge of basic bookkeeping/accounting procedures and computer applications of these procedures.
• Ability to comprehend and apply the registration process the accounts receivable module and the degree requirements outlined in the Southwestern catalog for required course work in determining continued financial aid eligibility.
• Ability to draw on a broad range of knowledge to determine the proper required documents for financial aid eligibility and the ability to resolve individual issues on a daily basis using acquired knowledge training and other resources including other departments.
• Ability to read and comprehend tax returns analyze data from tax returns and correctly apply the information to the financial aid process.
• Ability to read review understand and apply concepts presented in training programs conferences federal and state regulations professional literature and other related materials pertaining to financial aid registration and cashiering.

PREFERRED QUALIFICATIONS

Applicants for this position possessing one or more of the following knowledge skills and abilities with receive preferred consideration through the selection process.

• Bachelors degree

• Experience in a higher education setting

• Experience in a College Student Management System (Jenzabar)

• Previous experience in curriculum management

• Experience in the financial aid process or other related field within a federal state or local governmental organization

JOB TITLE: Transcript Evaluator

LOCATION: Coos Campus

FTE: FullTime 3240 hours .80 to 1.00 FTE)

DEPARTMENT: Student Services

PAY GRADE: H

EXEMPTION STATUS:Nonexempt

PHYSICAL REQUIREMENTS: Enclosed

REPORTS TO:Registrar

CLASSIFICATION: Classified

REVISION DATE: April 2025

SUPPLEMENTAL INFORMATION

Southwestern Oregon Community College only accepts applications through this online application system. We want you to be successful in applying with us. We highly encourage you to complete and submit your application in advance of the deadline.

For assistance with this please For technical assistance with your application please call.

Please note: We recognize that our application process can be lengthy so before you begin please read all of the stated requirements to determine if you meet them. Applicants must meet all of the stated minimum/special qualifications and additional requirements to be considered for this position. Based on your responses to the qualifying questions the system may automatically screen you out from further consideration.

Required documents must be provided at the time of application. Please remove any personal information such as photographs date of birth gender social security number and other protected information from your containing protected information will be considered incomplete. Incomplete applications will not be considered.

Positions are subject to budget consideration and approval. For the candidate who is hired into this position salary placement will be based on guidelines in administrative policies and procedures or collective bargaining agreements (as applicable). For this reason please be sure to include everything in your application that you want the college to consider towards placement.

The college does not sponsor employees in the visa application process if they intend to use this as their means to work in the United States. This means that all required work visas must be in place and supported by appropriate evidence to be employed by Southwestern.

Final candidates will be subject to a criminal background check as part of the employment process.

REASONABLE ACCOMMODATION STATEMENT

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.

This job description is a general description of essential job is not intended as an employment contract nor is it intended to describe all responsibilities skills effort or work conditions associated with the job someone in this position would perform. All employees of Southwestern Oregon Community College are expected to perform tasks as assigned by Southwestern Oregon Community College supervisory/management personnel regardless of job title or routine job duties.

VETERANS PREFERENCE STATEMENT

Applicants are eligible to use Veterans Preference when applying with Southwestern Oregon Community College in accordance with ORS 408.225 408.230 and 408.235; and OARand. Preference will only be given if the applicant meets the minimum qualifications and any special qualifications for the position and electronically attach the required documentation at the time of application.

DOCUMENTS REQUIRED:

• MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215 OR Letter from the US Dept. of Veterans Affairs indicating a nonservice connected pension.
• Disabled Veterans must also submit a copy of their Veterans disability preference letter from the Department of Veterans Affairs.
  • You can request copies of your military service record through the National Archives website at: information regarding Veterans Preference qualifications visit the following website: is the policy of Southwestern Oregon Community College Board of Education that there will be no discrimination or harassment on the grounds of race color gender marital status sexual orientation religion national origin age political affiliation parental status veteran status or disability in any educational programs activities or employment. Persons having questions about equal opportunity and nondiscrimination should contact Vice President of Administrative Services in Tiogaor TDD. All other issues concerns and complaints should also be directed to the Vice President of Administrative Services for referral to the appropriate Manager.

    
    

    Annual Campus Crime/Annual Fire Safety (Clery Act) Report

    The Jeanne Clery Disclosure for Campus Security Policy and Campus Crime Statistics Act (formerly the Campus Security Act) is a federal law that requires institutions of higher education to disclose campus security information including crime statistics for the campus and surrounding area. As a current or prospective Southwestern student or employee you have a right to obtain a copy of this information. You may review this information here:Annual Campus Crime/Annual Fire Safety (Clery Act) Report. You may also obtain a hard copy of this information upon request by contacting Administrative Services at.