Transfer Credit Encoder

Job Description:

Transfer Credit Encoder

Description

Type of Appointment: Full-Time, Long-Term Temporary (1 year appointment)

Job Classification: Administrative Analyst/Specialist - Non Exempt

Anticipated Hiring Amount: $4,799 per month

Work Hours: Monday - Friday, 8am - 5pm

Recruitment Closing Date: November 18, 2025

THE DEPARTMENT:

The Registrar’s Office is committed to maintaining the integrity, accuracy, and security of student academic records while delivering timely, student-focused services that support the university’s academic mission. The office oversees a broad range of essential academic functions, including registration, degree audit and graduation processing, academic record maintenance, articulation, data reporting, and diploma issuance. By leveraging technology and data-informed tools, the office strives to enhance operational efficiency, ensure regulatory compliance, and improve the student experience. Through close collaboration with academic departments, administrative units, and other campus partners, the Registrar’s Office implements academic policies in alignment with CSU system, state, and federal regulations. As a core unit within Enrollment Management & Services, the office plays a leadership role in enrollment planning, academic operations, and institutional support, contributing to student success from entry to graduation through integrated systems and services.

DUTIES AND RESPONSIBILITIES:

Transfer Credit Rules Encoding and System Configuration

• Enter, maintain, and validate transfer credit rules in student information and advising systems to ensure accurate application of institutional policies and articulation agreements.
• Conduct research to support accurate rule setup, referencing official articulation systems (e.g., ASSIST, TES), historical documentation, catalogs, and consultation with academic departments and subject matter experts.
• Encode, test, and troubleshoot transfer credit rules with minimal supervision, maintaining accuracy and consistency across academic terms.

Curriculum Alignment and Transfer Initiatives

• Contribute to the Common Course Numbering Project, transfer credit encoding, and curriculum alignment efforts, ensuring seamless integration of transfer coursework.
• Collaborate with the Registrar’s Office and system analysts to align transfer credit rules.

Technology, Systems, and Process Support

• Support ongoing enhancement of transfer credit tools and related technologies to improve usability and reliability.
• Collaborate with the degree audit and transfer credit team to ensure harmony across advising and transfer systems.
• Test, validate, and troubleshoot system functionality to confirm transfer credit accuracy and reliability.
• Document procedures, updates, and system changes to maintain transparency and consistency in transfer credit processing.

Collaboration and Service

• Provide accurate and timely transfer credit information to support student academic planning, transfer mobility, and timely degree completion.
• Balance multiple priorities, respond to inquiries, and adapt to evolving technical and academic needs in a dynamic environment.

QUALIFICATIONS:

• Bachelor's degree AND/OR the equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
• Working knowledge of general practices, program, and/or administrative specialty; basic knowledge of and ability to apply fundamental concepts; working knowledge of budget policies and procedures; ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty; knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them. Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques; ability to organize and plan work and projects including handling multiple priorities; ability to make independent decisions and exercise sound judgment; ability to compile, write, and present reports related to program or administrative specialty; demonstrated ability establish and maintain cooperative working relationships.

PREFERRED QUALIFICATIONS:

• Experience with PeopleSoft software PC proficiency- understanding of complex computer software processing principles and knowledge of software packages such as; Microsoft Office, Microsoft Excel, Microsoft Access, Microsoft Outlook, PeopleSoft etc.
• Ability to collect, evaluate, and interpret data to develop sound conclusions and make appropriate recommendations;
• Knowledge of University policy and procedures;
• Ability to apply, interpret, and communicate knowledge of a variety of complex university policies and procedures to University personnel and the public;
• Experience in the PeopleSoft software.
• Ability to apply standard theories, principles, practices, and techniques applicable to PeopleSoft to develop conclusions and make recommendations;
• Ability to analyze and address problems using reasoning, interpretation and application of theories and principles to develop and recommend alternative and best course of action;
• Ability to determine methods to achieve programmatic goals;
• Ability to anticipate problems and address them proactively;
• Ability to coordinate projects within or with other units;
• Ability to handle multiple work priorities;
• Ability to work independently, use independent judgment, set individual deadlines, and complete projects accordingly;
• Strong organizational skills;
• Excellent interpersonal and communication skills.
• Ability to build campus relationships to expedite work and projects.
• Ability to establish and maintain cooperative working relationships within and outside the work group.
• Thorough knowledge of correct English grammar, spelling, and punctuation.
• Collect, evaluate and interpret data, knowledge of University policy and procedures.
• Analyze problems, use reasoning, and application theories.
• Identify methods to achieve programmatic goals, anticipate problems, and coordinate projects.
• Handle multiple work priorities, work independently, and possess strong organizational skills.
• Effective communication skills with diverse groups, building campus relationships, and maintaining cooperative working relationships. Knowledge of correct English grammar, spelling, and punctuation.
• Ability to compose information materials for end users in various electronic formats.
  
  

Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future. As an agency of the State of California, the CSU’s business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to the CSU Out-of-State Employment Policy .

Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to the CSU Background Check Policy .

CSU Classification Salary Range

This position is part of the California State University Employees Union (CSUEU) bargaining unit 9. The CSU Classification Standards for this position are located on the CSU Classification Standards website. The CSU Salary Schedule is located on the CSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $4,799 and maximum $6,992. per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.

Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information, go to the Acceptable I-9 website .

University Driving Requirements

Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Driver’s license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points, if their license is Class C or, 4. Not have more than 5 DMV Points, if their license is Class A, B, or C with endorsements. For more information, go to the Authorized University Driver Policy .

Security & Fire Safety

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing at: https://www.cpp.edu/pdfs/annual_security_report.pdf and https://www.cpp.edu/housing/documents/fire_safety_report.pdf.

Pay Transparency Nondiscrimination

As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. For more information, see the Pay Transparency Nondiscrimination Provision poster .

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ADACoordinator@cpp.edu . For more information, go to Employment Notices .

Equal Employment Opportunity

Consistent with California law and federal civil rights laws, Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomona complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.

Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.

Advertised: Nov 04 2025 Pacific Standard Time
Applications close: Nov 18 2025 Pacific Standard Time