Transcript Evaluator

Southwestern Oregon Community College•Coos Bay, OR

20h•Onsite

About The Position

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 Veteran's 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. This position is currently open until 11:59 pm on June 23rd, 2026. This position is only open to internal applicants (currently employed Classified employees). Internal candidates are interviewed and considered prior to any external candidates in accordance with the current Classified Collective Bargaining Agreement.

Requirements

Associates degree in Computer Information Systems, Business, or related field or the equivalent to two (2) years of post-high school training/education within a financial setting and/or public institution plus additional college training in accounting, computers or business-related classes.
Three (3) or more years of office experience processing highly technical information and performing high-level administrative assistance tasks.
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 free-flowing 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 college-wide 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.

Nice To Haves

Bachelor’s 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

Responsibilities

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.
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.
Comply with all Federal Title IV guidelines and Veteran's Benefits guidelines to ensure the accuracy of coursework required to meet graduation requirements.
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.
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.
Responsible for understanding and implementing any changes within the EDI transcript process and procedures.
Ensures compliance with the Family Education Rights and Privacy Acts (FERPA) as it relates to the assigned areas of responsibility.
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.
Oversee the advance placements, CLEP, challenges, military equivalencies and other similar requests.
Assist Registrar with the oversight and accuracy of the grading process.
Responsible for proposing procedures and recommending updates to existing procedures.
Cross train within the First Stop and act as back up when directed.
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.
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.
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.
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.
Have a knowledgeable understanding of the registration and Financial Aid process.
Serve on Curriculum Committee.
Maintain Dean’s Memos and provide input to Deans/OOFI regarding permanent program changes when needed.
Performs Other Duties and Special Projects as Required/Assigned