Records Assistant, Transcript Evaluator

Santa Fe College Employees•Gainesville, FL

5d•Onsite

About The Position

The Office of the Registrar at Santa Fe College (SF) is dedicated to supporting prospective, current, and alumni students with their record-related needs. This includes facilitating transcript requests, college transcript evaluations, managing student academic records, course registration and grades, handling petitions and appeals, residency reclassifications, and processing graduation applications. The Transcript Evaluator specifically processes and evaluates incoming transcripts, external credits, and associated documentation to determine SF equivalencies. This determination is based on academic policies, curriculum requirements, common course numbering, admissions criteria, and statewide articulation agreements within the Florida College System and the State University System.

Requirements

A high school diploma or equivalent
Four (4) years of experience in student affairs or related areas, or a combination of education and/or experience equivalent to four (4) years.
A criminal background check will be conducted.

Nice To Haves

An associate or bachelor’s degree in a related field
Experience in post-secondary student services

Responsibilities

Assists students, employees, and the public by responding to inquiries regarding transcript evaluation and transfer credit, adhering to established college policies and making appropriate referrals.
Regularly monitors designated email accounts, including the transcript evaluation shared inbox, responding promptly to inquiries and directing messages to the correct team members and departments.
Checks in, scans, downloads, prints, and enters data for incoming transcripts, score reports, and related documents received via electronic means, mail, or through portals like Parchment and National Student Clearinghouse.
Processes score reports (AP, IB, CLEP, AICE), transient applications, and other external credit documentation.
Evaluates incoming transcripts using relevant policies, course information, and databases to establish SF course equivalencies.
Collaborates with academic departments to assess course descriptions and syllabi for transfer credit decisions.
Updates student academic records concerning attempted and earned hours, grades, residency, placement testing, foreign language requirements, civic literacy requirements, grade forgiveness, registration holds, and other academic stipulations.
Maintains and updates databases with current course equivalency information.
Prepares special reports, summaries, or responses to inquiries by compiling data and statistics from various departmental sources.
Communicates, collaborates, and fosters relationships with internal and external constituents, particularly SF department Chairs and Directors.
May supervise and train other support staff, including student employees and volunteers.
Contributes to the college through participation in events, committees, and other college activities.
Adheres to all published College Rules, procedures, guidelines, and laws/regulations governing public employees, including those related to document retention and destruction, FERPA, and confidentiality.
Maintains the privacy, security, and confidentiality of records and sensitive information in accordance with state, federal, and college regulations, policies, and procedures.
Provides excellent service through courteous, informed, accessible, and professional interactions.
Performs other duties as assigned.