Location: Santa Barbara,CA, USA
Transcript Analyst
Salary: $71,437.00 - $87,029.00 Annually
Job Type: Classified Staff
Job Number: 144
Closing: 1/2/2025 11:59 PM Pacific
Location: Santa Barbara, CA
Department: Admissions & Records
Basic Functions
Under direction of an assigned administrator, analyzes and evaluates incoming transcriptsand other academic records and determines student advanced standing status usingindependent judgment, and application of complex and specialized academic rules andregulations.
Representative Duties
ESSENTIAL DUTIES:Analyze course descriptions, course syllabus for course content, level, unit value, andgrading system using catalogues, class schedules, telephone, written communication andother appropriate reference material. Evaluate incoming transcripts and other academicrecords to determine or recommend coursework equivalency.
Determine students advanced standing in meeting certificate, degree, and other academicachievement requirements, in consultation with counselors and instructional faculty andestablished procedures; determine number of units and GPA accepted from other collegesapplicable towards district degrees and UC/CSU general transfer; convert quarter units tosemester units using established articulation agreements and practices; apply courserepetition and limitation policies where applicable. Document evaluation decisions andrecommendations using electronic and/or hard copy records.
Research on-line and/or hard copy catalogues and/or curriculum databases to securecollege course descriptions, course of study outlines and/or syllabus as needed fordetermining and/or recommending course equivalency and substitution status.
Provide specialized information and assistance for students, staff, counselors,administrators and others regarding course equivalencies, school policies and proceduresrelated to academic credit and graduation requirements; resolves problems as necessary.
Collaborate with appropriate offices (e.g. Admissions and Records, Articulation Office,DARS Office, Assessment Office) for the efficient document and data management oftranscripts, evaluation records, student records and degree audit records.
Assist with establishing and maintaining articulation of out-of-state, independent collegeand community college courses with SBCC courses. Provide articulation status reports.
Utilize appropriate state, regional and national articulation systems (i.e., ASSIST) toaccess course articulation with California four-year colleges and universities for purposesof transcript evaluations.
Identify and recommend potential award, certificate and degree requirement substitutionsfor faculty review.
Stay current on changes in graduation and general education requirements.
Make recommendations for efficient intake, tracking, and other workflow related toprocessing of external transcripts.
Conduct workflow and data integrity tests to assure accuracy and utilization of analyzedand encoded equivalency and substitution course work throughout the advising anddegree award processes.
Will assist in determining pre-and co-requisite eligibility.
May analyze military test scores and military experience records to determine unit valueand course substitutions consistent with district policy.
May assist with encoding course equivalency and substitutions into the college's degreeaudit system, (i.e., DARS).
May initiate faculty review of course substitution petitions. Utilizes workflow-trackingsystem to monitor course substitution petition flow and status.
Operate electronic transcript transmission systems using EDI/SPEEDE standards tosecure incoming transcripts for evaluation.
May assist with document imaging and monitoring of records for data integrity.
May train and provide work direction to hourly and temporary employees.
OTHER DUTIES:Perform related duties as assigned.
Education and Experience
Any combination equivalent to: bachelor's degree with course work in education,counseling, record-keeping, statistics or related field and two years increasinglyresponsible records analysis, documentation, interpretation/application of regulations andwork flow management or related experience.
Understanding of and sensitivity to meeting the needs of the diverse academic, socioeconomic, cultural, disability and ethnic background of the student, community, and employee population.
PREFERRED QUALIFICATIONS:-Ability to work evenings and weekends for special events.-Demonstrated ability to perform detailed and accurate data entry in student information systems.-Experience evaluating grading systems using catalogs, class schedules, written communication and other appropriate reference material to determine or recommend course substitutions to meet program and/or graduation requirements.-Two years of increasingly responsible records analysis, documentation,interpretation/application of regulations, and workflow management.
WORKING HOURS:Monday - Friday 8:00am - 4:30pm; evening and weekend shifts may be required for special events. 12 months per year, plus fringe benefits; 6 month probation period. All work schedules and work assignments are subject to change based on the needs of the College.SALARY INFORMATION:The current salary schedule range for the Transcript Analyst is Salary Table 29, Range 33, $71,437-$80,836. Nine step salary range continues to a maximum of $87,029. Initial placement based on experience with annual advancement to the next higher step.
Knowledge and Abilities
KNOWLEDGE OF:Standards, requirements, practices, techniques and procedures involved in articulation,transfer of credit and academic structures and terminology of international, United Statesand California secondary and post-secondary education.Curriculum interpretation and application related to transfer of credit.Transcript evaluation and processing methods, procedures and guidelines.General practices, procedures and techniques involved in determining College courseequivalency and transferability.General functions, policies, rules and regulations of a post-secondary educationinstitution.Applicable laws, codes, regulations, policies and procedures.Methods of collecting and organizing data and information using paper copy andcomputer based records and retrieval systems.Correct English usage, grammar, spelling, punctuation and vocabulary.Interpersonal skills using tact, patience and courtesy.Operation of a computer and assigned software.Oral and written communication skills.Record-keeping and report preparation techniques.
ABILITY TO:Comprehend complex rules, to interpret and apply them appropriately towardsacceptance of transfer of credits from other institutions.Work independently as well as in groups.Analyze information, define problems, identify and evaluate possible solutions, formulateand document conclusions.Identify appropriate resource materials and effectively research an issue or policy.Organize complex information from a variety of sources, in a variety of formats, andwrite concise summaries; understand and apply information in college catalogues, courseschedules, courses of study outlines and course syllabus.Adapt and apply rules and standards as they evolve, in making transfer of creditdecisions.Recognize similarities and inconsistencies in records (i.e. repetition of course content,inaccurate or false records).Perform arithmetical calculations with speed and accuracy.Understand and independently carry out oral and written instructions.Articulate policies and procedures to a variety of social, cultural and educationalbackgrounds.Establish goals, set priorities and pursue projects to completion to achieve individual andoffice objectives.Operate technological equipment; organize and prioritize assigned workload to meetestablished timelines/deadlines.Understand and apply pertinent Federal, State and local laws and codes.
ENVIRONMENT:Office environment.Constant interruptions.
PHYSICAL DEMANDS:Dexterity of hands and fingers to operate a computer keyboard.Hearing and speaking to exchange information.Seeing to read a variety of materials.Sitting or standing for extended periods of time.
GENERAL REQUIREMENTS (Upon Offer of Employment):
* The selected candidate must be fingerprinted and tested for tuberculosis prior to the start of employment. The Immigration Reform and Control Act of 1986 requires verification of identity and the right to work in the United States. Selected candidates must be able to perform essential functions of the position with or without reasonable accommodations. Proof of college coursework or degrees indicated will be required of selected candidates. All offers of employment are subject to approval by the Board of Trustees.
APPLICATION PROCESS
REQUIRED APPLICATION DOCUMENTS:
(The following required documents must be submitted electronically via the online application system.)
* Online District Application form at
* Within the online application is a required supplemental question on diversity. The committee will be reviewing your answer as part of the screening process. Please take your time and answer the question thoroughly.
* Letters of reference are not required for this recruitment. Please do not submit reference letters within your online application.
* Within the online application, there is a required section to list five references. These references will be contacted if you are selected as a finalist for the position. These references should be able to critically assess your work qualifications and job performance
Additional Instructions:If you experience technical difficulties attaching any of your documents electronically, please contact Human Resources for instructions. If you do not have a scanner, there are commercial facilities available to assist you with this process. All required documents must be submitted with your electronic application by the application deadline or your application will be considered incomplete and will not be considered.
Application Procedure:To be considered for this position, a complete online application including all required application documents (listed above) must be submitted via by the application deadline (please see instructions to applicants). It is important that the online District Application form (Item #1) be complete and specific to fully indicate the education, experience and other qualifications of the applicant. See Resume is not acceptable.
If you apply for more than one position, copies of all the required documents must be attached separately for each position. Applications and all documents submitted become the property of SBCC and are retained electronically.Accommodation for Applicants with Disabilities:If you are selected for an interview and need special services or facilities to participate in the interview, please contact Human Resources. Reasonable accommodation will be provided for applicants with disabilities who self-disclose.Selection Procedure:SBCC is an equal opportunity employer committed to nondiscrimination on the basis of national origin, religion, age, gender, gender identity, gender expression, race, ethnicity, color, medical condition, genetic information, ancestry, sexual orientation, marital status, physical or mental disability, pregnancy, military and veteran status, or because he/she is perceived to have one or more of the foregoing characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics, consistent with applicable federal and state laws. Reasonable accommodation will be provided for applicants with disabilities who self-disclose.- EQUAL OPPORTUNITY - TITLE IX EMPLOYER
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Requirements / Qualifications
Requirements / Qualifications