Assistant Registrar for Transfer Credit and NCAA Compliance
Job Details
Mount St. Joseph University - Cincinnati, OH
Full Time
4 Year Degree

Department: Registrar’s Office

Reports to: Registrar

Status: Exempt

Purpose:  The Assistant Registrar for Transfer Credit and NCAA compliance is a team member in the Registrar’s Office.  Primary responsibilities include implementing and continuously improving policies and procedures of converting transfer credits to Mount student academic records. This person also ensures NCAA compliance through Athletics and the Registrar. The successful candidate will also provide backup for VA benefit certification. 


  • Examine all original transfer credit evaluations and updates for accuracy and consistency.
  • Process and post all new transfer credit and updates for current students.
  • Determine and enter course equivalencies in our SIS (Jenzabar CX) compatible with the electronic academic record and automated degree audit.
  • Create and maintain transfer equivalency tables in Jenzabar CX and TES with a goal of keeping data accurate and clean.
  • Consult and collaborate with School Deans and Department Chairs regarding the applicability of transfer credits in the core curriculum and the major.
  • Work in partnership with Admission Transfer Credit Analysts to implement University transfer credit policies and procedures for admitted transfers and students with dual enrollment and/or College Credit Plus credit. Post updates as needed.
  • Develop, review, and update transfer credit policies and procedures with Transfer Credit Analysts in Admission.
  • Determine, in consultation with academic departments and Career Center, the transferability of credits from non-regionally accredited institutions.
  • Provide academic oversight for transfer credit practices, policies and evaluations.
  • Collaborate with Admission Office and academic departments regarding interpretation and transferability of international transcripts.
  • Evaluate and update academic records with credits from Advanced Placement, CLEP examinations, experiential learning, consortium grades/courses, military credit, IB, and other credit-awarding sources.
  • Publishes and makes available Mount equivalency chart for AP courses; reviews the equivalencies as needed with departments.
  • Develops transfer guides and articulation agreements with other institutions in collaboration with Administration, Office of Admission, and academic departments.
  • Provide input for catalog and other printed publications.
  • Field inquiries from other colleges and non-Mount students regarding course descriptions and transfer credits.
  • Certify student athletes’ eligibility for Mount and NCAA compliance; provide reports to the Registrar (the Certifying Official) for approval.
  • Verify and maintain Athletic Verification hold records.
  • Process course adds and drops for student athletes outside open web registration periods; alert advisors and Athletic Directors when eligibility is jeopardized.
  • Interpret athletic eligibility complexities for student athletes and advisors.
  • Serve on Athletic Committee representing Registrar’s Office.
  • Membership in OACRAO and Ohio Transfer Council encouraged.
  • Participate in professional associations and listserves as appropriate.
  • Demonstrate knowledge and compliance with FERPA regulations.
  • Contribute to team effort by welcoming new and different work requirements; exploring new opportunities to enhance the services of the division; helping others accomplish related job results as and where needed.
  • Complete training as a School Certifying Official to provide back-up veteran benefit certification for the primary SCO.


Primary Contacts:  Registrar Staff, Student Administrative Services Staff, AARC staff, Athletic Director and Coaches, Admission Staff, School Deans and Department Chairs, faculty, students, and other members of the University community

Supervision Exercised:  None.

Supervision Received:  Reports to Registrar.  


Education:  Bachelor’s Degree


  • A minimum of two years experience demonstrating responsibility performing college or university transfer credit evaluations
  • Knowledge and experience with transfer credit policies and procedures
  • Experience with transfer equivalency tables in conjunction with an automated degree audit and electronic academic records system.
  • Jenzabar experience highly preferred. Minimally, must have knowledge of a student information system (SIS) in the area of academic records
  • Experience in a customer service environment, college or university committed to diversity, equity, and inclusion.

Specialized Training:  Proficient in use of Microsoft Office programs. Jenzabar CX highly desired.



Customer Service:

  • Exhibit a "customer first" orientation in providing exceptional service in all responsibilities and interactions demonstrating versatility in handling people and situations
  • Adapt willingly and quickly to changing priorities, responsibilities, and students' (or other customers) needs and expectations; anticipate and identify students'  (or other customers) needs
  • Demonstrate an ability to facilitate transition and counsel students towards the realization of full educational potential 
  • Demonstrated ability to recognize, appreciate and serve culturally diverse populations, special needs, and others
  • Available to rotate through multiple time frames of service operations
  • Demonstrate an enthusiastic approach to duties and a commitment to liberal arts education 


  • Collaborate well with others for a cohesive group
  • Communicate, cooperate and collaborate well with others to achieve common office, department or University goals
  • Willingly assists in various responsibilities as appropriate within the department and other areas of the university as appropriate as required during high service demand times


  • Develop and nurture an effective, productive and respectful rapport and working relationship with students, faculty and staff co-workers, and various campus and community constituencies maintaining an appropriate level of professionalism
  • Demonstrate strong interpersonal and organizational skills, a sense of humor, flexibility, and creativity
  • Demonstrate strong written, telephone, and electronic (email and internet) communication skills and strengths in public speaking 
  • Communicate information clearly and concisely and listen well to others

Attention to Detail:

  • Maintain a high level of accuracy, consistently reviewing work to detect errors, oversights or omissions


  • Take immediate and independent action when necessary assuming initiative for creative problem solving
  • Demonstrate creativity and high energy
  • Accomplish tasks with follow through to completion


  • Must possess an aptitude for technological development and its implications for appropriate automation of office; proficient in Microsoft Office

Work Environment, Physical Demands:

  • Multiple service hours; computer data input; multiple concurrent tasks with service interruptions; extensive customer contact; strict confidentiality; detailed work.

To apply, please upload a cover letter, resume, and contact information with three professional references via Paycom.

A review of resumes will begin immediately and continue until the position is filled.

Please click here to review the University's Non-Discrimination Policy. 

Mount St. Joseph University is an Equal Opportunity Employer

MSJ Mission
Things To Do in Cincinnati
Take a tour with our mascot, Joe the Lion!