Transfer and Catalog Data Specialist

Position Overview

The Office of the University Registrar reports to the Vice Provost for Enrollment Management which includes the following functional units:
Office of Undergraduate Admissions, Financial Aid and Scholarships, Student Information Systems and the Office of the University Registrar.

The Office of the University Registrar (OUR) is responsible for catalog and course scheduling, room reservations, student enrollment, tuition and fee assessment, production and maintenance of the academic record including the official academic transcript, enrollment certification, graduation and diploma production.

This position serves a critical role within the Office of the University Registrar, independently evaluating and processing transfer and test credit in accordance with institutional policy. The role applies advanced judgment and discretion in determining course equivalencies, calculating admission GPA when necessary, and ensuring the accurate posting of credit within the Student Information System. The position reviews the impact of transfer credit on general education and degree requirements while maintaining strict compliance with FERPA and institutional data governance standards.

In addition, the role supports catalog accuracy and curriculum integrity by serving as a liaison to academic departments, reviewing and verifying catalog content, and assisting with the maintenance of curriculum management systems. The position manages reporting, maintains and updates policies and procedures, develops documentation to support cross‑training and operational continuity, and provides high‑quality customer service related to transcript processing and transfer credit evaluation.

• Independently research and evaluate incoming coursework using institutional catalogs and official documentation, applying established transfer credit policies and exercising sound judgment in situations where guidelines require interpretation or clarification.
• Post transfer credit and test credit into the Student Information System for prospective, incoming, and current students.
• Calculate KU Admission GPA according to established procedures, including manual calculation when necessary.
• Utilize reporting tools to regularly review and maintain course equivalencies to ensure evaluations are current and accurate.
• Exercise a high level of attention to detail in data entry and document review to identify discrepancies and ensure accurate, consistent evaluations are completed.
• Review transfer credit to ensure proper application toward general education and degree requirements.
• Provide superior customer service in response to inquiries regarding transcript processing and transfer credit evaluations.
• Ensure compliance with FERPA and institutional data governance standards.

• Serve as a liaison with campus departments and schools to gain understanding of degree requirements and curriculum content to support catalog review and course equivalency standards.
• Review, edit, and verify content to ensure compliance with university policies and editorial standards.
• Provide back‑up support and coverage for Catalog Coordinators.
• Assist Assistant University Registrar with set‑up, configuration, and maintenance of Course Leaf Curriculum Management software and related systems.

• Manage daily and weekly reports related to position.
• Maintain comprehensive knowledge of current related policies.
• Review and update transfer credit and catalog procedures on regular schedule.
• Create and maintain documentation and training materials to support cross‑training and continuity of operations.
• Complete special projects and other duties as assigned by the Assistant or Associate University Registrar.