Job Description:

Summary Statement:

Fairfield University seeks an Assistant Registrar Transfer Credit and Records. The Assistant Registrar Transfer Credit and Records supports the daily operations of the Registrars Office by processing maintaining and evaluating academic records with a specific focus on transfer credits and study abroad grading maintaining student academic records and ensuring the accuracy and integrity of data. This role plays a vital part in delivering excellent service to students alumni faculty and external agencies upholding institutional standards and supporting compliance with university policies and federal regulations (e.g. FERPA). Reporting to the Associate Registrar Curriculum and Conferral the Assistant Registrar Transfer Credit and Records will be the primary liaison to students requesting transfer credit assessment study abroad registration program of study changes and record updates within the Office of the University Registrar.

Relationships:

Reports to: Associate Registrar Curriculum and Conferral

Staff: Student Workers

Other Internal Contacts: Deans; Academic Department Chairs; Academic Program Coordinators and Operations Assistants; Faculty; Students; Directors; Director of Global Fairfield Information Technology Services Director of Marketing & Communication; Director of Institutional Research; Bursar; Director of Financial Aid

External Contacts:Vendors; State and Federal Agencies; Regional and National Associations; Parents

Responsibilities:

Transfer Credit Processing and Records Management:

• Evaluate incoming transcripts from other institutions for transfer credit eligibility using established institutional policies and articulation agreements.

• Enter transfer credit into the student information system (SIS) accurately and in a timely manner.

• Communicate with students and academic departments regarding transfer credit evaluations and articulation processes.

• Maintain accurate and secure student records including transcript data academic history and degree progress reports.

• Process transcript requests enrollment verifications and other official documentation.

• Support degree audit processes and assist with graduation clearance tasks.

• Respond to student faculty and staff inquiries regarding academic policies deadlines and procedures.

Student Academic Record and Office Responsibilities:

• Collaborate with the Registrars team to ensure consistent data entry and timely updates in the Student Information System (e.g. Workday Ellucian Banner).

• Provide clerical and administrative support to the Office of the Registrar including scanning filing data entry and managing sensitive student documentation.

• Process all business processes through our student information system including maintenance and update to student records for personal information address updates and student attributes.

• Maintain and verify demographic information as needed.

• Process course substitutions waivers and revisions to anticipated completion dates.

• Process AP credits course drops withdrawals and other various ad hoc requests from departments on campus.

• Maintain degree audits including creating and updating academic programs of study for majors minors and concentrations.

• Assist with all in-person inquiries

• Provide office support responding to and route e-mail and voicemail coming into department email account answering phones tracking e-mail volume and responding promptly to helpdesk tickets.

• Assist in supervising and training student workers.

Data Management Registration and Reporting:

• Assists with maintenance of student academic records; security accuracy and preservation of academic credentials in accordance with university policy accreditation standards and privacy laws.

• Assists with maintenance of databases and systems for tracking degree progress student enrollment and graduation status.

• Provide accurate data to internal and external stakeholders including accreditation bodies state agencies and institutional leadership.

• Assists with Incoming First Year Orientation and Registration

• Assists with Registrar-related activities for Bellarmine Associates Degree students

• Assists with commencement preparation and activities as assigned

• Work closely with Information Technology Services (ITS) on projects ticket management processes and training.

Development and Compliance:

• Monitor and ensure compliance with university state and federal regulations regarding academic records.

• Stay current with changes in higher education laws and policies that impact academic records.

• Provide reports on academic records as requested.

• Participate in implementing innovative products/systems that streamline and improve new and current SIS processes and procedures related to various work areas in office and across campus.

• Participate in professional development opportunities (classes workshops conferences etc.) related to job duties and office needs.

• Collaboration with campus partners to define needs set priorities and implement effective administrative practices through systems and business operations;

• Work to streamline improve and document all new and current SIS processes and procedures related to the functional area

• Represent the organization on meetings if requested and attends University events as required

• Assists with the development and implementation of policies and procedures consistent with those of the organization to ensure efficient and safe operation of the unit.

• Organize and lead staff meetings to address ongoing issues process improvements and operational concerns.

• Performs miscellaneous job-related duties as assigned.

Knowledge Skills and Abilities Required:

• Foster a collaborative environment and ensure staff have the resources needed to effectively perform their roles.

• Strong interpersonal and communication skills both orally and in writing.

• The ability to work effectively with a wide range of constituencies in a diverse community.

• Ability to gather data compile information and prepare reports.

• Troubleshoot technical issues with faculty and staff for a variety of student-related systems; when necessary coordinate with campus partners and third-party vendors

• Knowledge of the rules regulations and laws regarding student records; scheduling and curriculum policies including FERPA regulations.

• Skill in examining and re-engineering operations and procedures formulating policy and developing and implementing new strategies and procedures.

• Ability to identify prioritize analyze and provide solutions to problems.

• Ability to use project management skills to see priorities through to completion.

• Ability to maintain confidentiality of records and information.

• Ability to make administrative and procedural decisions and judgments on sensitive confidential issues.

• Ability to foster a cooperative work environment.

Minimum Education and/or Work Experience:

Bachelors degree in related field required. At least two or more years of related experience in higher education.

Computer Skills

• Experience with Student Information Systems - Ellucian Banner and/or Workday (including query writing) preferred

• Experience with credentialing and transcript software like Parchment or other related systems.

• Experience with DocFinity or other document management software

• Advanced Proficiency with MS Office Suite Internet and email applications.

• Experience with ticketing systems

• Experience with remote meeting products (Zoom Teams WebEx Slack etc.)

Category:

Performs such other duties responsibilities and activities as required by supervisor and as departmental/University needs indicate.

*Disclaimer

The above information indicates the general nature and level of work performed by employees within this classification. It is not designed to contain and should not be interpreted as a comprehensive inventory of all duties responsibilities activities and/or qualifications required or expected of employees assigned to this job. Duties responsibilities and activities may change and new ones may be assigned at any time with or without notice.

All offers of employment are contingent upon a satisfactory background check.

Fairfield University provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race color religion age sex national origin disability status genetics protected veteran status sexual orientation gender identity or expression or any other characteristic protected by federal state or local laws. This policy applies to all terms and conditions of employment including recruiting hiring placement promotion termination layoff recall transfer leaves of absence compensation and training.

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