Title: Admissions Specialist (Graduation Coordinator & Transfer Credit Specialist)
Position Number: 97403
Hiring Unit: Admissions & Records
Location: Leeward Community College
Date Posted: January 21, 2025
Closing Date: February 3, 2025
Band: B
Salary : salary schedules and placement information
Additional Salary Information: PBB; minimum $5,250/mo.
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Permanent

General funds, to begin approximately 03/2025 pending availability of funds and actual staffing requirements.

Duties & Responsibilities
(NOTE: * denotes Essential Functions)

Graduation

1. *Under general supervision, coordinates the Graduation Process in the Records Office. Reviews and determines students’ eligibility for degree or certificate conferral; inputs all graduation-related information and data into BANNER; manages and implements all graduation-related student communications from the Records Office as needed.
2. *Reviews student records to determine eligibility for the Honors program, and makes necessary recordations in BANNER.
3. *Extract and organize data reports for all Reverse Transfer and Auto Conferral degree/certificate projects. Analyze, review, and verify graduation requirements using STAR. Enter and finalize degree statuses in BANNER. Troubleshoot as needed.
4. *Oversees the processing and procurement of diploma orders and reorders, diploma covers, CeDiplomas, etc. at the conclusion of each academic term in accordance with UH policies. Serves as the primary point of contact with the diploma vendor, coordinating efforts to track, monitor, troubleshoot and resolve discrepancies.
5. *Oversees and manages graduation information on the office’s webpages. Collaborates with various Student Services offices in coordinating the grad application, auto-conferral and degree audit processes; troubleshoots credit transfer issues; and makes final degree determinations. Execute the actual awarding or denial of graduation and maintain all related records.
6. *Responsible for completing all required degree reporting to the National Student Clearinghouse (NSC) in accordance with all federal, state, and UH regulations, and for troubleshooting and resolving any problems in the reporting process.

Transfer Credits and Transcript Evaluation

1. *Evaluate credits/transfer credits from other institutions by verifying transcript authenticity and accreditation status. Assess course transferability and determine course and credit equivalencies based on institutional and system articulation policies. Request additional information from the student or originating institution if necessary.
2. *Advise faculty, students, and staff of institutional policies and practices regarding transfer credits including credit for Military Service and Training, and other Non-Collegiate Sponsored Education (prior learning assessment). Advise students of documentation required for evaluation (e.g., Certificate of Completion, syllabus, etc.) and procedures to be followed.
3. *Process the awarding of credits based on prior learning assessment methodologies (e.g., AP and other examination programs, credit-by-exam, portfolios, etc.). Determine authenticity of documentation; evaluate and determine course and credit equivalencies; and determine whether credit may be awarded and/or if a prerequisite waiver could be pursued. Research evaluation resources and recommendations made by nationally recognized organizations; request additional information from students as needed; refer cases to appropriate faculty as needed.
4. *Supervise and train student assistants.
5. *Compile data for reports as directed/needed.
6. Participate in College, UHCC and UH system-level discussions and initiatives.
7. Other duties as assigned

Minimum Qualifications

1. Possession of a baccalaureate degree in education, counseling, social work, human development, sociology, or psychology and 3 year(s) of progressively responsible professional experience with responsibilities for transfer credits, degree auditing or student records; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
2. Considerable working knowledge of principles, practices and techniques in the area of transfer credit evaluation, degree auditing or student records as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.
3. Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with transfer credits, degree auditing or student records.
4. Demonstrated ability to resolve wide-ranging complex problems through the use of creative reasoning and logic to accurately determine the cause of the problems and the resolution of the problems in an effective, innovative and timely manner.
5. Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.
6. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
7. Demonstrated ability to operate a personal computer and apply word processing software.
8. For supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
9. Experience working with databases and/or database systems.

Desirable Qualifications:

1. Master’s degree in education administration, psychology, business, or public administration
2. Extensive experience in data collection, analysis, organization, and distribution of information.
3. Extensive knowledge of FERPA and other admission and records-related regulations.
4. Knowledge of policies and regulations of a University system as applied to student affairs.
5. Experience working with Banner, UH STAR and/or transfer credit information systems (e.g. College Source Transfer Evaluation System).

Application Submission: Click on the “Apply” button on the top right corner of the screen to complete an application and attach required documents:
1. Cover letter explaining how you meet the minimum and desirable qualifications,
2. Resume,
3. Graduate and undergraduate transcript(s) showing the name of institution, degree conferred and coursework to date appropriate to the position (Copies of official transcripts are acceptable; however, original official transcripts will be required at the time of hire. Diplomas and copies will NOT be accepted.) All degree(s) and/or credit(s) must be earned from regionally or nationally accredited postsecondary colleges and universities recognized by the U.S. Secretary of Education. Transcripts issued from an institution outside the United States of America require a course-by-course analysis with an equivalency statement from an agency having membership with the National Association of Credential Evaluation Services, Inc., verifying the degree equivalency to that of an accredited institution within the USA. Expense of the evaluation shall be borne by the applicant.) NOTE: Transcripts must be attached to receive credit for degree(s).

Separate documents and application materials must be submitted for each position. Late or incomplete applications will not be considered. If multiple applications are received from the same candidate, only the last one will be reviewed. The application will be considered incomplete if any of the required documents/materials are not included or are unreadable. Applications lacking transcripts will be reviewed on work experience equivalency to meet minimum qualifications (MQs). MQs must be met by the closing date of the advertisement. Please REDACT references to social security numbers and birthdate on submitted documents. All requested documents/information become the property of Leeward Community College and will not be returned.
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Inquiries:
Leeward Community College
Human Resources Office
808-455-0326
lcchr@hawaii.eduEmployment is contingent on satisfying employment eligibility verification requirements of the Immigration Reform and Control Act of 1986; reference checks of previous employers; and for certain positions, criminal history record checks.

In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, annual campus crime statistics for the University of Hawai'i may be viewed at: https://www.hawaii.edu/titleix/help/campus-security/ , or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office.

In accordance with Article 10 of the unit 08 collective bargaining agreement, bargaining unit members receive priority consideration for APT job vacancies. As a result, external or non BU 08 applicants may not be considered for some APT vacancies. BU 08 members with re-employment rights or priority status are responsible for informing the hiring unit of their status.

Accommodation Request: The University of Hawai'i complies with the provisions of the Americans with Disabilities Act (ADA). Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the EEO coordinator directly. Determination on requests for reasonable accommodation will be made on a case-by-case basis. For further information, please refer to the following link: https://www.hawaii.edu/offices/eeo/accommodation-request/