Administrative Associate III

Job Title

Administrative Associate III

Agency

Texas A&M University

Department

Office Of Registrar

Proposed Minimum Salary

$11.50 hourly

Job Location

College Station, Texas

Job Type

Staff

Job Description

Our Commitment

Texas A&M University is committed to enriching the learning and working environment by promoting a culture that respects all perspectives, talents & identities.  Embracing varying opinions and perspectives strengthens our core values which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.

Who we are  

The Office of the Registrar has the primary responsibility of maintaining academic records of all current and former students. The Office of the Registrar has two priority goals: to maintain a high quality of service to all who come into contact with the office, and maintain and protect the academic integrity of the student record in accordance with University, state and federal guidelines.

What we want

The Program Coordinator I will be responsible to: coordinate, oversee, and advise specific learning communities and/or other programs in LAUNCH; select, develop, and provide oversight and mentoring for student leaders associated with these programs; design, implement, and facilitate activities, events, coursework and programming for students, peer mentors or student leaders; recruit and advise highly motivated and high achieving students if specified by the scholarships awarded; and facilitate student/faculty/staff interactions.

What you need to know

Salary Range : $11.50 - $14.77 (based on selected hire’s qualifications)

Cover Letter & Resume: A cover letter and resume are strongly recommended.

Special Note: Must be able to work weekends and evenings occasionally.

Qualifications

Required Education and Experience:

• High school graduation or any equivalent combination of education and experience.

• Three years of experience in general office or clerical work.

Preferred Education:

• Associate’s degree.

Preferred Experience:

• Experience using Compass.
• Three or more years of experience in an academic records office.
• Some receptionist experience and some supervisory experience.
• Experience using Compass (Banner) and Microsoft Office software. Experience with document management systems such as Perceptive Content, OnBase, and Laserfiche.

Required Knowledge, Skills, and Abilities:

• Working knowledge of standard office equipment.
• Knowledge of spreadsheet, presentation and word processing software programs.
• Ability to plan and organize effectively.
• Excellent verbal and written communication skills.
• Ability to work under pressure and meet deadlines.
• Ability to multi-task and work cooperatively with others.

Preferred Special Knowledge, Skills, and Abilities:

• Working knowledge of Image Now, Argos, FERPA, and Banner.
• Working knowledge of standard office equipment and multi-phone lines.
• Excellent customer service skills.
• Familiar with National Student Clearinghouse (NSC).
• Some technical knowledge and ability to effectively assist customers in accessing the Howdy system.
• Ability to assist former students and current students.

Job Responsibilities:

Frontline Reception Customer Service - Greets guests and other visitors and directs them to appropriate Registrar team for assistance.  Assists entry for meeting and training attendees.  Helps in-person customers requesting Texas A&M transcripts, diploma orders, registration, verification letters, specialty forms, etc.  Responds to general and technical questions and inquiries from in person customers.  Ensures guidelines of FERPA and personal privacy are maintained and enforced for all requests. Provides minor troubleshooting assistance to customers who encounter problems.  Escalates issues to supervisor when issue is outside of expertise or needs additional assistance.  Receives and processes requests for customers. Assists Degree Audit team as needed for issuing diplomas, accepting proof of enrollment documentation, or official transcripts for degree candidates as needed by the Degree Audit team. Assists in maintaining an organized reception area, reception workspace, and ensuring sensitive information is always protected from unauthorized persons. Processes transcript credit card payments for customers.

Clerical Office Support - Sends, receives, sorts, and distributes office mail.   Occasionally signs for deliveries addressed to the office.  Responds to telephone, electronic, and fax inquiries.  Answers, screens, and redirects multi-line phone calls for the Records Administration and Archives team.  Acquires and demonstrates an extensive knowledge of a wide variety of university services and academic units to direct callers to appropriate college or service department.  E-mails responsibilities includes responding to requests received in the Records Admin & Archives shared inbox as well as provisioned individual email inbox.  Assists in communicating with departments on academic calendar dates as they pertain to records & registration deadlines.  Answers general and specific questions from functional, administrative, and academic entities at Texas A&M University; affiliated branch campuses; state and federal agencies; the Association of Former Students; students; parents, and the general public.  Ensures guidelines of FERPA and personal privacy are maintained and enforced for all requests.  Provides minor troubleshooting assistance to customers who encounter problems.  Utilizes postal mail, email, Filex, and fax (as appropriate) to send requested documents to the requestors. 

TRANSCRIPT PRODUCTION & QUALITY ASSURANCE - Processes transcript orders and assists with preparing official transcript requests. Verifies current and former student information and ensures FERPA requirements are met in terms of proper consent.  Regularly assists with assembly and distribution of transcript requests after printing and prepares orders for mailing.  Assists with quality control activities, as needed, to confirm complete and comprehensive transcript of student’s record is produced.  Researches instances of a situation preventing the release of the student’s record and communicates with customer and other campus offices as required.  Assists in completion of variety of forms needed with the customer order, such as medical/dental/vet and other professional credentialing/ licensing entities.  Assists with ensuring completion of additional certification requests by customers in addition to transcripts (e.g., diploma, distance education, enrollment, and other certifications).  This may include working with colleges, student affairs and other offices on campus to obtain documents not included in official student record maintained by the Office of the Registrar. 

MAINTAIN AND PRODUCE STUDENT RECORDS - Maintains confidential files and records.  Works with Records Administration & Archives team members to complete academic record requests sent to the Registrar’s Office.  Processes and maintains student records for main campus, Law School, Qatar, Galveston and Health Science Center. Updates and maintains a variety of student records. This includes advanced registration/class changes, grade changes, changing of grade modes, and updating of study abroad and/or reciprocal exchange courses upon completion and transfer of credit.  Assists processing requests from Aggie Honors Office to add/remove honor code violations.  Helps Records Administration & Archives team members process full-time enrollment exception requests.  Maintains knowledge of university and state rules and regulations pertaining to the maintenance of official academic records. Responds to a wide variety of student record requests from students, former students, third party entities such as employers, court orders/subpoenas, etc.  Redirects third party requestors to the National Student Clearinghouse when appropriate.   Processes records requests for students.  Verifies identity of requestor, ensures signed releases are obtained, verifies enrollment and/or degree information, and creates and provides necessary verifying documentation regarding said information.

DATA, DOCUMENT MANAGEMENT & WORKFLOW - Assists with annual document type reviews for new images stored in the Registrar’s drawers within Perceptive Content to verify images are classified correctly to ensure records are kept in accordance with records retention policies and assist in efficient records retrieval as needed. Utilizes Perceptive Content workflows to process Archived Records Requests submitted to appropriate Perceptive Content workflow.  May be asked to review larger student academic files received from the various Texas A&M University colleges for correct document type classification to ensure all student academic records are maintained by the Office of the Registrar in accordance with established retention policies and to provide efficient records retrieval for students and staff as needed. Applies and interprets policies and procedures. Utilizes problem solving skills to provide both technical and functional information to supervisor or IT support to resolve import and process flow issues within the imaging system.

MONITOR DISTRIBUTION/SPECIALTY SUPPLIES - Maintains office reference materials including online office materials.  Keeps inventory of forms used to submit records requests on hand for departments.  Monitors distribution of forms to department users.  Monitors inventory of transcript paper used for producing official transcripts to ensure an adequate supply of paper is always on hand. Monitors distribution of paper for use at Law School and Qatar branch campus.  Monitors inventory of shipping supplies to include but is not limited to FedEx and USPS Priority mail items as well as regular shipping supplies for non-expedited shipments.  Maintains office supplies and equipment.

Other Requirements or Other FactorsWorks well in an open concept space with noise and phones from other areas.  Requires sitting, stooping, reaching, and moderate lifting and/or moving objects. Must be able to come to work on time and regularly. 

Why Texas A&M University? 

We are a prestigious university with strong traditions, Core Values, and a community of caring and collaboration.  Amenities associated with a major university, such as sporting and cultural events, state-of-the-art recreation facilities, the Bush Library and Museum, and much more await you.  Experience all that a big city has to offer but with a reasonable cost-of-living and no long commutes. 

• Health , dental , vision , life and long-term disability insurance with Texas A&M contributing to employee health and basic life premiums
• 12-15 days of annual paid holidays 
• Up to eight hours of paid sick leave  and at least eight hours of paid vacation each month
• Automatically enrollment in the Teacher Retirement System of Texas 
• Health and Wellness: Free exercise programs and release time
• Professional Development: All employees have access to free LinkedIn Learning  training, webinars, and limited financial support to attend conferences, workshops, and more 
• Employee Tuition Assistance and Educational Release time   for completing a degree while a Texas A&M employee

 

Instructions to Applicants: Applications received by Texas A&M University must either have all job application data entered or a resume attached. Failure to provide all job application data or a complete

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Affirmative Action/Veterans/Disability Employer.