Records Assistant, Transcript Evaluator

Job Description Summary

The application deadline for this position is 11:59pm EST on May 27, 2026.

The Office of the Registrar is committed to assisting prospective, current, and alumni students at Santa Fe College (SF) with their record needs. The office is available to facilitate transcript requests, college transcript evaluations, student academic records, course registration and grades, petitions and appeals, residency reclassifications, and graduation applications. The Transcript Evaluator processes and evaluates incoming transcripts, external credits, and related documentation and determines SF equivalencies based on academic policies, curriculum requirements, common course numbering, admissions requirements, and statewide articulation agreements within the Florida College System and the State University System.

Job Description

Responsibilities and Duties Include:

• Assists students, employees and the public by responding to questions and concerns related to transcript evaluation and transfer credit based on established college policies, making appropriate referrals as necessary.
• Regularly checks designated email accounts, including the transcript evaluation shared inbox, promptly responding to inquiries and routing messages to appropriate team members and departments as necessary.
• Checks in, scans, downloads, prints, and performs data entry of incoming transcripts, score reports, and related documents received electronically, by mail, or through portals such as Parchment and Natural Student Clearinghouse.
• Processes score reports (AP, IB, CLEP, AICE), transient applications, and other external credit documentation.
• Evaluates incoming transcripts using applicable policies, course information, and databases to determine SF course equivalencies.
• Collaborates with academic departments to evaluate course descriptions and syllabi for transfer credit determination.
• Updates student academic records related to attempted and earned hours, grades, residency, placement testing, foreign language requirements, civic literacy requirements, grade forgiveness, registration stops, and other academic requirements.
• Maintains and updates databases with current course equivalency information.
• Prepares special reports, summaries, or replies to inquiries by compiling data and statistics from various departmental resources.
• Communicates, collaborates, and maintains relationships with internal and external constituents, especially SF department Chairs and Directors.
• May supervise and train other support staff including student employees and volunteers.
• Provides service to the college through participation in events, committees, and other college activities.
• Complies with all published College Rules, procedures, guidelines, and laws/regulations governing public employees, including but not limited to those related to document retention and destruction, FERPA, and confidentiality.
• Strictly honors the privacy, security, and confidentiality of records and other sensitive information according to appropriate state, federal, and college regulations, policies, and procedures.
• Provides service excellence through courteous, informed, accessible, and professional engagement.
• Performs other duties as assigned.

Reports to: Transfer and Transcript Evaluation Supervisor