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Transfer Coordinator

Posted: 05/25/2023

The Transfer Coordinator will assist with the technical components of the transfer credit evaluation process used to award incoming and current student credit to both domestic and international students. The individual will assist in the development of articulation agreements. This position will oversee the creation and maintenance of the transfer credit rules databases and coordinate the process of delivering timely and accurate transfer credit evaluations, with authority to post credit and determine equivalent credit. 

This position will have the authority to provide back-up to the transfer admissions examiner in the Admission Office during peak and vacation times and make admissions decisions utilizing a holistic review of applicant materials. This position will integrate with a high-functioning Transfer Admissions team and duties of this position will be determined in collaboration with the existing members of the Transfer Admissions team, especially the experienced Transfer Coordinator on staff. This position reports to the Associate Director of Admissions. 

Essential Job Functions and Responsibilities 
60% A. Oversee and coordinate the processing of evaluating college level courses taken at other institutions, tests awarding post-secondary credit (e.g. AP, IB, CLEP) and military credit and use authority to provide students a UW-Stout transfer equivalency report. Consult with department chairs, faculty, and program directors as necessary. This includes domestic and international transfer credit. 
1. Evaluate institutional accreditations and transferable credit in accordance with the UW System and UW Stout Transfer Policy. 
2. Review and apply policies from UW System, UW-Stout current catalog, and departments to transfer course acceptance. Resolve identified issues to evaluate and make determinations on credit evaluations to include college/university transcripts, CLEP, AP, IB, military for domestic and international students. 
3. Review and process Change of Evaluation or transfer appeal requests initiated by students, advisors, or faculty. 
4. Advise prospective and current students of transferability of coursework taken at other institutions by phone, email, and by processing requested unofficial evaluations. 
5. Work with degree auditors in the Registrar's Offices when needed relating to how transfer course may apply to a student degree plan. 
20% B. Develop, implement, and maintain the transfer equivalency tables/rules in our Student Information System (SIS) for external entities to include institutions, military and tests including review, maintenance, and audit of equivalency database to be used in transfer evaluations affecting degree audits and university advising. This includes maintenance of Transferology of which our transfer rules feed into as required by the University of Wisconsin System. 
1. Maintain and update the computerized equivalency database in our SIS using unique coding to store transfer equivalencies from other schools. 
1. Maintain and update the computerized equivalency database in our SIS using unique coding to store transfer equivalencies from other schools. 
2. Interpret, implement, and review the UW System undergraduate transfer policies. 
3. Analyze the UW-Stout catalog to note course and policy changes that may affect transfer course equivalencies. 
4. Update rules as new articulation agreements are finalized under the guidance of the Associate Director of Admissions. 
5. Maintain up-to-date information in Transferology. 
20% C. Other duties as assigned under the direction of the Associate Director of Admissions. 
1. Back-up to transfer student status examiner during peak and vacation times to include but not limited to process transcripts, determine admissibility, and generate admission decision letters. 
2. Greet and serve as a resource to visitors to campus; cover front desk operations when needed. 
3. Communicate with students regarding missing information as seen on provided transcripts or as identified in the National Student Clearinghouse. 
4. Participate in on campus events as needed. 
5. Assist with the development and implementation of a transfer student orientation program. 
6. Assist with the development and implementation of the Transfer Center at UW-Stout. 
7. Attend and contribute to staff meetings. 
8. Perform miscellaneous duties as assigned. 
9. Serve on various interdepartmental and university committees. 

Knowledge/Skills and Abilities 
Minimum (required) 

  • Bachelor's degree 
  • Experience in a higher education environment
  • Familiarity with student information systems, particularly PeopleSoft, and imaging systems 
  • Working knowledge of desktop hardware and standard business software programs (e.g., Microsoft Office Suite) and the internet
Preferred (desired) 
  • Excellent interpersonal, communication and customer service skills in working with a diverse community with the ability to establish positive interaction with students, staff and faculty
  • Work independently and as part of a team environment and on collaborative efforts
  • Ability to exercise considerable independent judgment and exhibit exceptional attention to detail
  • Experience in providing effective customer service skills and the ability to provide accurate and efficient service to staff to a diverse population
  • Excellent organizational skills and the ability to prioritize and organize a variety of activities and projects simultaneously
  • Experience working with student transcripts/records, transfer credit evaluations or academic advising
Additional Information
Salary:  $45,000/year, full-time, 12 months, limited term appointment (1 year). 
Required Application Materials 
  1. Letter of application outlining interest and qualifications for the position
  2. Resume or vita
  3. Contact information for three professional references familiar with your professional work including a current supervisor
Upon hiring official copies of all post-secondary (bachelor's, master's) transcripts will be required. 
It is the policy of UW-Stout to provide reasonable accommodations to qualified applicants with disabilities. If you need assistance, or accommodation in applying because of a disability, please contact us using the information below. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual's disability.
Review of applications will begin upon receipt of materials and will remain open until position is filled.
Please contact Darren Ward with questions regarding this vacancy at: 
All qualified candidates meeting application requirements will receive consideration for employment and will not be discriminated against. As an equal employment opportunity and affirmative action employer, UW-Stout welcomes applications from individuals from diverse groups; veterans, individuals with disabilities and from historically excluded populations. UW-Stout provides equal opportunity to all persons and is committed to inclusive excellence. At UW-Stout we value our differences and welcome diverse perspectives as we continually commit to developing an inclusive and equitable environment for all employees and students. 
An offer of employment is contingent upon the final candidate passing a criminal background check and a reference check process.
University of Wisconsin-Stout prepares lifelong learners, ethical leaders and responsible citizens in an equitable, inclusive, and sustainable environment through collaborative career-focused programs that integrate applied learning, theory and research.  UW-Stout is committed to developing an inclusive community that fosters a rich, dynamic, and collaborative environment in which to work and grow, celebrating the diversity of individual perspectives and experiences.
For more information about the UW-Stout community and region go to:

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