Transfer Credit & Graduating Student Coordinator
About the role
Position Information
Position Number
S00486
Position Title
Transfer Credit & Graduating Student Coordinator
Division/Portfolio
Office of the Registrar
Department/Program
Records and Registration
Location
Kelowna
Other Flexible Work Options
Your Opportunity
Under the direction of the Associate Registrar, Systems and in consultation with Deans, Department Chairs and the Registrar, the Transfer Credit & Graduation Coordinator is responsible for administering a comprehensive system of transcript evaluation and graduation for domestic and international applicants and students. They facilitate articulation agreements between Okanagan College and other post-secondary institutions and determine student eligibility for graduation in accordance with Okanagan College program curriculum and policies and advise others.
The Coordinator will research, build, enhance and operationalize procedures, processes and practices related to transfer credit and graduation services within the broader context of College policies and procedures. They are expected to be innovative in the use of technology, process improvement and communications to ensure continued improvement in transfer credit and graduation service standards for all applicants, students and internal stakeholders.
The Coordinator advises applicants, students and internal stakeholders in the interpretation and application of Okanagan College policies and procedures as they pertain to transfer credit, credential evaluation, program requisites and graduation requirements.
Functions and Duties
Transfer Credit
-
Handles and resolves applicant and student requests in a sensitive and timely manner.
-
Accurately records transfer credit, advanced standing and course equivalencies on the student record in Banner.
-
Maintains and advances the use of the Banner Transfer Articulation module.
-
Advises applicants and students regarding transferability of course work and options to apply course work to credential completion.
-
Coordinates the communication flow between transfer applicants and students and Department Chairs and works closely with the Chairs and Deans to ensure the transfer credit requests by students are completed in a timely manner.
-
Works as an advocate for applicants and students who have not received transfer credit whether insufficient information was supplied or as a result of time frame issues. Identifies errors and implements solutions.
-
Improves and streamlines transfer credit processes and assists in removing barriers for student success.
-
Ensures that all departments conform to established transfer credit policy and procedures.
-
Ensures that all BC Council on Admissions and Transfer (BCCAT) decisions or modifications to transfer credit arrangements and sending and receiving transfer courses are accurate and up-to-date on the BC Transfer Guide. Updates the BC Transfer Guide through the electronic Transfer Credit Evaluation System (TCES); initiates transfer credit evaluation requests, forwards requests for evaluation, and enters evaluation results for publication in the BC Transfer Guide.
-
Represents Okanagan College when liaising with other college and university’s staff in regard to transcript evaluation, articulation and equivalencies and as the institution’s contact person for BCCAT; represents the College at provincial transfer credit articulation meetings when required.
Graduation
-
Reviews and verifies student academic history to determine graduation status for all Okanagan College programs; applies College policies including transfer credit, minimum grade average requirements, with distinction and residency.
-
Proposes appropriate substitutions and/or waivers for program requirements to appropriate departmental personnel (chairperson, Associate Dean, Dean) and applies approved substitutions and/or waivers to the student’s academic history; maintains substitution approvals for future reference.
-
Updates student academic history to include graduation status, graduating grade average, institutional honours, medals/awards, and program options/emphasis; ensures student graduation requirements have been met; prepares credentials based on this information.
-
Prepares detailed graduate lists including graduating grade averages, ranking, with distinction, honours, and medal/award details to program deans for information and subsequent approval by Education Council.
-
Ensures accuracy of parchments and official transcripts.
-
Improves and streamlines graduation processes and assists in removing barriers for student success.
-
Where appropriate, supplies transcripts/credentials to former students and/or on behalf of students to third parties in compliance with Freedom of information and Protection of Privacy (FOIPPA) legislations.
-
Advises Deans, Directors, chairpersons, the Registrar, managers, Education Advisors and students concerning specific academic issues pertaining to graduation requirements.
-
Manages and maintains all aspects of Okanagan College graduation services in Banner and other related software platforms.
-
Assists in updating information in Banner’s Curriculum, Advising and Program Planning (CAPP) module.
-
Works closely with College Relations in regard to the accuracy of the convocation program and to ensure parchments are prepared for convocation.
-
Attends ceremonies to register and coordinate graduands in the Okanagan College region, occasionally outside of regular working hours.
General
-
The Coordinator is expected to be innovative in the use of technology, process improvement and communications to ensure continued improvement in transfer credit and graduation services for all students, faculty and staff.
-
Develops knowledge sharing opportunities and supports for staff in the Office of the Registrar, Campus Administration Offices; Recruitment and Enrolment Management and Student Services; chairpersons; and others as appropriate and required.
-
Remains current on Education Council changes and revisions to degrees, diplomas; certificates and micro credentials and any other policy changes which could impact transfer credit agreements and assessments as well as graduation eligibility.
-
Performs other duties as assigned.
Education and Experience
Grade 12 or equivalent plus an undergraduate degree or graduation from a four-year post-secondary program in a related area. A minimum of 4 years related experience in a Registrar’s Office within a post-secondary institution including experience working with program requirements and polices for academic credentials in Canada. Experience working with students internal stakeholders at the public post-secondary level in Canada is essential.
Skills and Abilities
-
Experience developing and evaluating policies and procedures
-
Critical thinking skills
-
Able to conduct independent research and to analyze data and draw conclusions
-
Able to work effectively with minimum supervision
-
Able to work in an environment under pressure with strict deadlines
-
Able to exercise discretion, tact and sound judgment in complex and sensitive situations
-
Project management skills including the ability to organize, prioritize, manage large amounts of data, anticipate situations, communicate effectively and plan work
-
Technical aptitude to work with complex Student Information Systems and advance improvement through the use of technology
-
Knowledge of Banner Student, and preferably CAPP and the Transfer Credit module
-
Advanced level and proficiency in Microsoft Office essential
Preferred Qualifications
Desired Start Date
08/25/2025
Position End Date (if temporary)
Schedule
Monday – Friday, 35 hours per week
Annual Salary/Hourly Rate
$61,753 - $70,561
Appointment Type
Support - Regular Full-time
Special Instructions to Applicants
The focus of this position will be on Transfer Credit
Shortlisted internal candidates must notify the current Support Staff Bargaining Chairperson and People Services if they want a Union Observer during interviews and final selection of candidates.
Employee Group
Support
Posting Detail Information
Competition Number
C003185
Number of Vacancies
1
Posting Open Date
08/06/2025
Posting Closing Date
08/17/2025
Open Until Filled
No
Inclusion Statement
Okanagan College is committed to increasing the equitable and inclusive participation of marginalized people in all aspects of college life. We welcome and encourage applications from Indigenous Peoples, Black People, members of racialized groups/visible minorities, people with disabilities and people with diverse gender identities or expressions. People with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, AccessibilityHR@okanagan.bc.ca.
Transfer Credit & Graduating Student Coordinator
About the role
Position Information
Position Number
S00486
Position Title
Transfer Credit & Graduating Student Coordinator
Division/Portfolio
Office of the Registrar
Department/Program
Records and Registration
Location
Kelowna
Other Flexible Work Options
Your Opportunity
Under the direction of the Associate Registrar, Systems and in consultation with Deans, Department Chairs and the Registrar, the Transfer Credit & Graduation Coordinator is responsible for administering a comprehensive system of transcript evaluation and graduation for domestic and international applicants and students. They facilitate articulation agreements between Okanagan College and other post-secondary institutions and determine student eligibility for graduation in accordance with Okanagan College program curriculum and policies and advise others.
The Coordinator will research, build, enhance and operationalize procedures, processes and practices related to transfer credit and graduation services within the broader context of College policies and procedures. They are expected to be innovative in the use of technology, process improvement and communications to ensure continued improvement in transfer credit and graduation service standards for all applicants, students and internal stakeholders.
The Coordinator advises applicants, students and internal stakeholders in the interpretation and application of Okanagan College policies and procedures as they pertain to transfer credit, credential evaluation, program requisites and graduation requirements.
Functions and Duties
Transfer Credit
-
Handles and resolves applicant and student requests in a sensitive and timely manner.
-
Accurately records transfer credit, advanced standing and course equivalencies on the student record in Banner.
-
Maintains and advances the use of the Banner Transfer Articulation module.
-
Advises applicants and students regarding transferability of course work and options to apply course work to credential completion.
-
Coordinates the communication flow between transfer applicants and students and Department Chairs and works closely with the Chairs and Deans to ensure the transfer credit requests by students are completed in a timely manner.
-
Works as an advocate for applicants and students who have not received transfer credit whether insufficient information was supplied or as a result of time frame issues. Identifies errors and implements solutions.
-
Improves and streamlines transfer credit processes and assists in removing barriers for student success.
-
Ensures that all departments conform to established transfer credit policy and procedures.
-
Ensures that all BC Council on Admissions and Transfer (BCCAT) decisions or modifications to transfer credit arrangements and sending and receiving transfer courses are accurate and up-to-date on the BC Transfer Guide. Updates the BC Transfer Guide through the electronic Transfer Credit Evaluation System (TCES); initiates transfer credit evaluation requests, forwards requests for evaluation, and enters evaluation results for publication in the BC Transfer Guide.
-
Represents Okanagan College when liaising with other college and university’s staff in regard to transcript evaluation, articulation and equivalencies and as the institution’s contact person for BCCAT; represents the College at provincial transfer credit articulation meetings when required.
Graduation
-
Reviews and verifies student academic history to determine graduation status for all Okanagan College programs; applies College policies including transfer credit, minimum grade average requirements, with distinction and residency.
-
Proposes appropriate substitutions and/or waivers for program requirements to appropriate departmental personnel (chairperson, Associate Dean, Dean) and applies approved substitutions and/or waivers to the student’s academic history; maintains substitution approvals for future reference.
-
Updates student academic history to include graduation status, graduating grade average, institutional honours, medals/awards, and program options/emphasis; ensures student graduation requirements have been met; prepares credentials based on this information.
-
Prepares detailed graduate lists including graduating grade averages, ranking, with distinction, honours, and medal/award details to program deans for information and subsequent approval by Education Council.
-
Ensures accuracy of parchments and official transcripts.
-
Improves and streamlines graduation processes and assists in removing barriers for student success.
-
Where appropriate, supplies transcripts/credentials to former students and/or on behalf of students to third parties in compliance with Freedom of information and Protection of Privacy (FOIPPA) legislations.
-
Advises Deans, Directors, chairpersons, the Registrar, managers, Education Advisors and students concerning specific academic issues pertaining to graduation requirements.
-
Manages and maintains all aspects of Okanagan College graduation services in Banner and other related software platforms.
-
Assists in updating information in Banner’s Curriculum, Advising and Program Planning (CAPP) module.
-
Works closely with College Relations in regard to the accuracy of the convocation program and to ensure parchments are prepared for convocation.
-
Attends ceremonies to register and coordinate graduands in the Okanagan College region, occasionally outside of regular working hours.
General
-
The Coordinator is expected to be innovative in the use of technology, process improvement and communications to ensure continued improvement in transfer credit and graduation services for all students, faculty and staff.
-
Develops knowledge sharing opportunities and supports for staff in the Office of the Registrar, Campus Administration Offices; Recruitment and Enrolment Management and Student Services; chairpersons; and others as appropriate and required.
-
Remains current on Education Council changes and revisions to degrees, diplomas; certificates and micro credentials and any other policy changes which could impact transfer credit agreements and assessments as well as graduation eligibility.
-
Performs other duties as assigned.
Education and Experience
Grade 12 or equivalent plus an undergraduate degree or graduation from a four-year post-secondary program in a related area. A minimum of 4 years related experience in a Registrar’s Office within a post-secondary institution including experience working with program requirements and polices for academic credentials in Canada. Experience working with students internal stakeholders at the public post-secondary level in Canada is essential.
Skills and Abilities
-
Experience developing and evaluating policies and procedures
-
Critical thinking skills
-
Able to conduct independent research and to analyze data and draw conclusions
-
Able to work effectively with minimum supervision
-
Able to work in an environment under pressure with strict deadlines
-
Able to exercise discretion, tact and sound judgment in complex and sensitive situations
-
Project management skills including the ability to organize, prioritize, manage large amounts of data, anticipate situations, communicate effectively and plan work
-
Technical aptitude to work with complex Student Information Systems and advance improvement through the use of technology
-
Knowledge of Banner Student, and preferably CAPP and the Transfer Credit module
-
Advanced level and proficiency in Microsoft Office essential
Preferred Qualifications
Desired Start Date
08/25/2025
Position End Date (if temporary)
Schedule
Monday – Friday, 35 hours per week
Annual Salary/Hourly Rate
$61,753 - $70,561
Appointment Type
Support - Regular Full-time
Special Instructions to Applicants
The focus of this position will be on Transfer Credit
Shortlisted internal candidates must notify the current Support Staff Bargaining Chairperson and People Services if they want a Union Observer during interviews and final selection of candidates.
Employee Group
Support
Posting Detail Information
Competition Number
C003185
Number of Vacancies
1
Posting Open Date
08/06/2025
Posting Closing Date
08/17/2025
Open Until Filled
No
Inclusion Statement
Okanagan College is committed to increasing the equitable and inclusive participation of marginalized people in all aspects of college life. We welcome and encourage applications from Indigenous Peoples, Black People, members of racialized groups/visible minorities, people with disabilities and people with diverse gender identities or expressions. People with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, AccessibilityHR@okanagan.bc.ca.