The Transfer and Information Specialist conducts data entry, data management, and records maintenance
within the Registrar's Office with special emphasis on transfer student support.
The U.S. Department of Education's Title III Grant Award to Heidelberg University (Grant Award Number P031A230004, CFDA 84.031A, Data Integration and Storage to Support Student Access and Success) will pay this grant-funded position at Heidelberg University until September 1, 2028. The total grant awarded for year one is $421,255; the total award amount estimated over five years is $2,165,318 (estimated at 74% of the total project). Nonfederal grant match toward this federal award is estimated at $770,974 (26% of the total project) over the five-year grant performance period.
SUPERVISION RECEIVED:
Reports directly to the Registrar
SUPERVISION EXERCISED:
The Transfer and Information Specialist may supervise work study students
ESSENTIAL DUTIES AND RESPONSIBILITIES:
The Assistant Registrar will:
Provide customer service to visitors in the Registrar's Office at the front counter and over the phone.
Enter data into the Banner Student Information System.
Assist students with registration processes, including adding/dropping courses and processing transient student forms.
Maintain up-to-date TES (Transfer Evaluation System) and Transferology records, including entering new transfer course information into TES and responding to requests in Transferology, working with Department Chairs for approval of course equivalencies, processing transient student forms including verifying TES information.
Manage incoming and outgoing transcripts by assisting students who are requesting transcripts, logging incoming transcripts and distributing those transcripts to appropriate offices, create transcript evaluation sheets for review by the Registrar, and serve as an additional contact person for the third party transcript processing service.
Process enrollment verification requests, deferment forms, and FERPA release forms.
Assist with DegreeWorks programming.
General office support, including filing, address changes, office coverage, and mail distribution.
Maintain confidentiality in all matters according to FERPA and assist with annual FERPA training and compliance efforts.
Assist with projects as needed during peak times
Run Argos reports to provide up-to-date information.
Enter Student Awards.
Other duties as assigned.
CORE VALUES AND PERSONAL ATTRIBUTES:
Core values - models leadership values of integrity, honesty, humility, transparency, respectfulness, diversity, caring, loyalty and accountability in all work.
Intellectual dynamism - demonstrates mental sharpness, capability and agility.
Self-knowledge - gains insight from successes and mistakes.
Personal learning - seeks feedback and counsel to improve managerial behavior.
Peer relationships - encourages collaboration and cooperation across the organization.
Teamwork - performs most effectively as a hard-working member of a team.
Constituency focus - completes work to meet constituencies' expectations and requirements.
Community focus - brings a spirit of enthusiasm and energy to the campus and town.
Requirements
DESIRED ATTRIBUTES AND QUALIFICATIONS:
Education and Professional Experience:
(A) Associate's Degree
(B) One (1) to three (3) years' experience in a higher education setting
Preferred Education and Experience:
(A) Bachelor's Degree
(B) Experience in a Registrar's or Admissions office
(C) Experience with TES, Transferology, Banner and DegreeWorks
(D) Three (3) to five (5) years' experience in higher education.
Necessary Knowledge, Skills, and Abilities:
Ability to relate to a diverse cross-section of individuals.
Must demonstrate analytical and strategic thinking abilities.
Demonstrated strong commitment to student centered active learning and student engagement activities.
Willingness to participate in campus responsibilities and activities during the day, evenings, and /or weekends at both on-campus and off-campus locations.
Demonstrated experience, knowledge and appreciation for a liberal arts tradition.
Commitment and a demonstrated record of academic excellence with professional and personal integrity.
Demonstrated excellent interpersonal, written and verbal communication and problem- solving skills.
A demonstrated work ethic that promotes teamwork, enhances creativity and motivation, and builds consensus in a high-energy and high-task environment.
Ability to manage several projects simultaneously.
TOOLS AND EQUIPMENT USED:
Knowledge of operation and use of various office equipment including, but not limited to: personal computer, including spreadsheet and word processing software, integrated database software, fax machine, copier, telephone, scanner, and printers. A valid driver's license may be required.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position.
