Admissions Records and Transfer Evaluation Specialist

ArtCenter College of Design is searching for an experienced Admissions Records and Transfer Evaluation Specialist to join our team.

The salary range for this position: $27.47 - 30.22 (35-hour work week)

Finalsalary is based on education, experience, skills relevant to therole, and internal equity.

About ArtCenter
Foundedin 1930 and located in Pasadena, California, ArtCenter College of Design is a globalleader in art and design education and has had an international reputation forits rigorous, transdisciplinary curriculum, faculty of professionals, strongties to industry, and commitment to socially responsible design. ArtCenter is aprivate nonprofit fully accredited by the WASC Senior College and UniversityCommission (WSCUC).

Every positionat ArtCenter plays an important part in carrying out the values, goals,strategic vision, and mission of the College. This includes diversity,equity, inclusion, access, belonging (DEIAB) and culture.

Reporting to the Director, Admissions, the Admissions Records and Transfer Evaluation Specialist is responsible for oversight and implementation of Admissions business functions including but not limited to transfer credit evaluations, applicant record management, document processing, and I-20 issuance. The incumbent manages all aspects of the transfer process, including organization and accuracy of the transfer applicant's record, management and deciphering of applicant documents and transcripts, correspondence with applicants relating to the transfer process, conducting, producing, and providing transfer credit evaluations. This position provides prospective students and applicants with transfer credit guidelines and general admissions information, assesses incoming applicant documents, conducts GPA assessments, processes applications, and verifies final decisions. This position verifies, processes, and issues I-20s for incoming students. This position is a hybrid of on-campus and remote work.

This is a full-time position. Normal business hours are Monday through Friday, 8:30 a.m. to 4:30 p.m. The position is eligible for flexible scheduling and can be performed hybrid with the expectation of at least 3 days in the office or required as a condition of employment. The demands of this work may include weekends or evenings as well as travel. The college reserves the right to modify schedules as needed to meet the business needs with appropriate notice.

Essential Functions

Operations 80%

• Manage transfer credit evaluations: conduct evaluations of applicant transcripts for transfer credit as assigned; data entry of awarded transfer credit and equivalencies; provide transfer credit evaluation reporting to students with credit; counsel incoming and prospective students on transfer credit guidelines; manage requests for additional transfer credit or re-review; provide transfer credit data to Enrollment Services for registration purposes; assist with annual updates of transfer credit guidelines and course catalog updates
• Process tuition deposits: entering deposits into databases and updating application status and checklist; keeping track of limits for each major; notifying applicants of secured space in program and/or space on waiting list; deposit reporting to the Cashier/Accounting office
• Process applications and associated documents for transfer student population
• Process and organize incoming application documents, including calculating GPAs and credential eligibility
• Verify final application decisions according to department policy and procedures
• Monitor application records and maintain accurate application checklists and requirements
• Verify and process I-20 applications for incoming international students

Administrative - 15%

• Serve as a resource for recruitment staff for transfer student information and transfer credit policy
• Assist with Admissions email and SMS inbox and provide meaningful correspondence with prospects and applicants
• Understand all software and admissions procedures; serve as backup to Director of Admissions Operations
• Support the office as needed to answer incoming telephone calls; advise and inform callers and visitors by offering general information about the College's admissions practices and procedures; schedule appointments and events; front desk coverage
• Enforce all College policies, including safety protocols

Non-Essential duties - 5%

• Serve on educational or college-wide committees, work groups, task forces and/or councils
• Attend conferences and seminars
• Other duties as assigned

Required Qualifications:

• 3-5 years' experience in administrative and office-related work
• Strong computer ability with proficiency in MS Office Suite including Excel and Outlook
• Demonstrates excellent time management skills, reliability and resourcefulness; strong organizational skills with regard for details and data integrity, and ability to balance competing priorities
• Interest in improving and developing procedures and workflows for ensuring efficiency, specifically for transfer credit evaluation and policy processes
• Takes initiative to complete work accurately, check work thoroughly, and anticipate potential issues for internal and external constituents
• Strong interpersonal and communication skills, both written and spoken, to work effectively with diverse audiences, including students, parents, faculty, and staff with a high regard for professionalism
• Demonstrated experience in cultivating an inclusive, respectful, and welcoming environment into workplace practices within ArtCenter's diverse communities
• Ability to handle all information with tact and discretion and recognizes the confidential nature of ArtCenter business
• Ability to work independently with minimal supervision and collegially as part of a team

Preferred Qualifications

• Bachelor's degree from an accredited college or institution
• Admissions experience, college counseling, enrollment services, college transfer center or other higher education student services experience
• Prior experience with databases such as Ellucian Colleague SIS and Slate CRM
• Research and policy interpretation skills: experience researching other institution's courses, grading systems, credits, and accreditation levels and applying institutional policy with accuracy
• Experience working in hybrid work environment with collaboration tools such as Microsoft Teams, Zoom, and SharePoint
• Appreciation of art/design or higher education

Physical Demands and Working Environment

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

This is a full-time position. Normal business hours are Monday through Friday, 8:30 a.m. to 4:30 p.m. The position is eligible for flexible scheduling and can be performed hybrid with the expectation of at least 3 days in the office or required as a condition of employment. The demands of this work may include weekends or evenings as well as travel. The college reserves the right to modify schedules as needed to meet the business needs with appropriate notice.

Environment: Work is performed primarily in a standard office setting with frequent interruptions and distractions; extended periods of time viewing computer monitor; interactions with other individuals. Due to the nature of the work environment, there is regular exposure to fumes, dust and noise.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight (up to 20 pounds); to operate modern office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. International and Domestic travel by car and airline and overnight travel is required. Able to work nights and weekends to attend events. Regular and consistent attendance are required for most positions. Ability to travel to offsite locations and between campuses.

Vision: Must be able to have the visual capacity to perform activities such as preparing and reading reports, viewing a computer terminal and other normal office work with or without correction.

Hearing: Must be able to communicate effectively in the course of normal office communication or exchange ideas with or without correction.

The above statements are intended to describe the general nature and level of work performed by the employee assigned to this job; they do not purport to describe all functions. Employees may be assigned other duties, and the essential functions may be changed from time to time as necessary.

Diversity Statement
ArtCenter is fully committed to fostering a culture that values diversity, equity, inclusion, access and belonging not only in vision but in practice. Our path forward is predicated on our belief that multiple points of view, life experiences, ethnicities, cultures and belief systems are essential to academic and creative excellence. We strive to learn more about difference while respecting the rich diversity in our world, attending to important questions about racial injustice and decolonizing our curriculum . click apply for full job details