What are the responsibilities and job description for the Transcript Coordinator position at Hill College?
Job Description: Transcript Coordinator
Department: The Student Experience Pay Classification: 140
Reports To: Assistant Director of Admissions/Registrar FLSA Status: Non-Exempt
Job Summary: The Transcript Coordinator is responsible for evaluating and processing academic transcripts to determine course equivalency and transfer credit in accordance with institutional, state, and federal policies. This position ensures accurate posting of transfer credits, maintains records, and provides guidance to students, faculty, and staff regarding transcript-related processes. The Transcript Coordinator plays a key role in supporting student success and institutional integrity through careful evaluation and collaboration.
Bachelor’s degree and experience in a related field such as admissions or registrar’s office preferred.
ERP experience within a higher education setting preferred
Enter, update, and maintain accurate transfer credit information within the student information system.
Collaborate with academic departments to verify course descriptions, learning outcomes, and appropriate credit assignments.
Communicate effectively with students, faculty, and staff regarding transcript evaluations, credit determinations, and related inquiries.
Ensure all transfer credit decisions comply with institutional, state, and federal guidelines and procedures.
Assist with prior learning assessments and retroactive degree evaluations in coordination with the Assistant Director of Admissions/Registrar.
Maintain accurate records, reports, and documentation for all transcript and transfer activities.
Partner with program coordinators, deans, and student services teams to ensure timely and accurate processing of transfer credits.
Identify opportunities for process improvement and recommend solutions to enhance accuracy and efficiency.
Provide support for communication related to transcript requests, transfer postings, and degree evaluations.
Demonstrate proficiency in Microsoft Office (Word, Excel, Outlook) and experience using ERP systems such as Jenzabar.
Apply working knowledge of admissions, registration, and academic recordkeeping policies.
Strategic Vision and
Assist in developing and implementing improved transcript evaluation and credit articulation processes.
Maintain awareness of current regulations and best practices affecting transfer credit policies and student information management.
Collaboration: Work collaboratively with faculty, staff, and administrators to verify course content and ensure proper credit articulation.
Serve as a liaison between students, departments, and external institutions regarding transfer and transcript evaluations.
Participate on institutional committees and workgroups as assigned.
Demonstrated Attributes: Strong attention to detail and accuracy
Excellent communication and interpersonal skills
Professional, dependable, and student-centered demeanor
Ability to prioritize, multi-task, and meet deadlines independently or collaboratively
Commitment to maintaining confidentiality and exercising sound judgment
Strong problem-solving, critical thinking, and organizational skills
Adaptable and proactive approach to continuous improvement
Other Information: Must possess a valid Texas driver’s license
Occasional evening and weekend work required during peak periods
Weekly travel to Hill College campuses and service area locations may be required
Security-sensitive position
Physical Requirements: Medium work; exerting up to 50 pounds of force occasionally and/or a negligible amount of force constantly to lift, carry, push, pull or otherwise move objects, including the human body. The use of arm and/or leg controls requires exertion of force greater than that for light work.
