Employment Opportunities at USD

Current Employee searching for job opportunities? Click Here to login to the MySanDiego portal to view and apply for Department Only or Campus Only postings.

Transfer Process Assistant

Apply now Posting #: 3902
Position Status: Part-time regular
Location: San Diego
Position Type: Staff, Office of the Registrar

Position Title & Department:

 Transfer Process Assistant; Office Of The Registrar
Posting #


Department Description:

The Office of the Registrar safeguards the integrity of student academic records through careful oversight of student information systems and official records; ensures excellence in university curriculum management, performs accurate degree audits in a timely manner, and supports student achievement through service endeavors.


To ensure excellence in fulfilling its core responsibilities of:

  • Maintaining the accuracy and security of student records

  • Maintains university curriculum and serves as the central office for the course approval process

  • Provides the final degree review of undergraduate and graduate students

  • Providing an impartial application of policies governing grading, registration, and graduation

  • Supporting student success   

How do we do this?

  •  By ensuring consistent and regular training in federal FERPA regulations and following best practice records guidelines

  •  By utilizing innovative technology to meet the needs of administrative and academic departments

  • By leveraging technology to provide consistent and accurate degree audits

  • By having a deep understanding of current governing policies and the implications they may have on student and academic success

  • By fostering a culture of care that recognizes the importance and unique needs of each individual we serve 

University Description:

The University of San Diego, a contemporary and engaged Roman Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity’s urgent challenges.

Detailed Description:

The primary functions of this position are:

To assist the Transfer Process Specialist with clerical duties related to the transfer process for all undergraduate students.

Maintain the Banner database for articulation agreements with post-secondary educational partners and patterns (i.e., IGETC).

The data entry of student transfer work into Banner.

Update Banner with new core attribute information to build USD’s catalog of articulated coursework.

Maintain revised AP scores in Banner, downloads student transcripts, and images documents.

This position also supports Office of the Registrar functions such as:

  • Assisting student walk-ins, back up of phones.
  • Transcript orders processing.
  • Sorting mail.
  • Other special projects as assigned.

Will support department administrators as needed.

Duties and Responsibilities:

Course Articulation in Banner:

  • Data entry course articulations received by Articulation Officers, College of Arts & Sciences, School of Business, School of Engineering, and School of Leadership & Education. Create articulation records in Banner.
  • Data entry into Banner courses approved for the IGETC pattern. Update IGETC articulations in Banner as required. 
  • Enter and maintain current articulations in Banner using the SHATATR form in Banner.
  • Maintain Online Course Equivalency Tables using current articulation agreements and SHATATR.
  • Enter core attributes into Banner, update as needed per the Core Curriculum Committee representative.

Student Transfer Work in Banner:

  • Assist with student transcript validation for incoming self-service transfer transcripts
  • Assist with data entry student transfer work using SHATAEQ form evaluated by Transfer Process Specialist.
  • Update transfer work received through the Petition to Transfer Credit workflow.
  • Provide information to students on the Pre-USD petition process.
  • Download newly received transcripts to be evaluated and provide copies to Transfer Specialist.
  • Assist students with questions about credit received over the phone, via email, and walk-in.
  • Enter credits for readmitted students.
  • Image and index evaluated transcripts and e-file them to Xtender.
  • Update revised AP scores into Banner.
  • Collect and secure evaluated transcripts to be sent to the shredder.

Transcript Processing - Back up/coverage:

  • Respond to written and urgent requests for official and unofficial transcripts.
  • Provide information to students on options and processes for requesting transcripts.
  • Research issues related to electronic requests via Parchment.
  • Reset Parchment passwords and assist with login as needed.
  • Image incoming transcripts for new and continuing students.

Other Duties – Back up/coverage:

  • Assist with front counter duties such as backing up phones, processing enrollment verifications, providing information to third party requestors, greeting walk-ins, processing transcripts, logging and distributing incoming faxes, providing information to students and families about processes at USD, working Grad Fest events, sorting mail, imagining documents, organizing the vault, and assisting department administrators with special projects.


Job Requirements:

Minimum and Preferred Qualifications:

  • Minimum of high school diploma. College degree preferred.
  • Minimum of one year experience in an academic office environment. Registrar’s Office experience at the college-level preferred.
  • Minimum of one year data entry experience, and can demonstrate a high level of accuracy.
  • Experience with a student information system (SIS), Banner preferred.
  • Demonstrated experience working in college-level course articulation preferred.

Performance Expectations: Knowledge, Skills, and Abilities

  • Excellent attention-to-detail and organizational skills.
  • Self-motivated, a self-starter.
  • Strong verbal and written communication skills to effectively communicate with faculty, administrators, staff, students and partner institutions. Ability to work with people at all levels.  
  • Ability to balance a variety of tasks and demands. Meet deadlines under pressure, often with competing deadlines.
  • Judgment skills needed on when to act or consult with others.
  • Ability to complete work within a timely manner (24 hour processing time).
  • Microsoft Office, email, Excel, imaging software, and student information systems (SIS).

Special Conditions of Employment:

The University of San Diego is requiring all employees to follow our Covid-19 vaccine requirement process. https://www.sandiego.edu/onward/ 

Background check:  Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes. 


Posting Salary:

$19.00 per hour; This is a part-time, non-benefit-based position. 

Special Application Instructions:
Resume and Cover Letter Required

Click Apply Now to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers’ review.  If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at jobs@sandiego.edu

Additional Details:

Hours: 20 hours per week

Closing date: October 21, 2021

Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

The University of San Diego is a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.

Advertised: Pacific Daylight Time
Applications close: Pacific Daylight Time

Back to search results Apply now Refer a friend

Share this:

| More

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Clery Act, the University of San Diego publishes a combined Annual Security and Fire Safety Report for review. This report includes institutional policies concerning: campus security; procedures for reporting crime, fire, and other emergencies; emergency response and evacuation procedures; sexual misconduct and relationship violence reporting and response standards and protocols; alcohol and drug policies; and statistics for the previous three years concerning reported crimes that occurred within the institutions Clery reportable geography. Individuals may request a print copy of the report at the University of San Diego Department of Public Safety, located in the Hughes Administration Center, Room 150.