Academic Services Specialist I

Job Title

Academic Services Specialist I

Agency

Texas A&M University

Department

Academic Affairs Recruiting Office

Proposed Minimum Salary

$2,964.00 monthly

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 for all visitors, students, faculty, and staff by promoting a culture that embraces inclusion, diversity, equity, and accountability.  Diverse perspectives, talents and identities are vital to accomplishing our mission and living our core values .

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.

The Academic Affairs Recruiting Office assisted with the creation and posting of this job requisition for the Office of the Registrar.

What we want

The Office of the Registrar is seeking an Academic Services Specialist I to counsel and provide degree evaluation and curriculum information to students, departments, and colleges. This position will assist in facilitating workshops and training on use of the University Adjustment System (UAS), interpreting degree evaluations in Howdy/Compass, and preparation for graduation. We are looking for a task-oriented team player who is self-motivated. The ideal candidate thrives in a fast-paced environment and aspires to help Aggies achieve their goal of receiving a degree from Texas A&M University. Our selected candidate will subscribe to and support our commitment to Inclusion, Diversity, Equity and Accountability (IDEA) as stated above. If this description sounds interesting to you, we invite you to apply to be considered for this opportunity. 

What you need to know

Salary: $35,568.00 annually

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

COVID-19 information:  Texas A&M University monitors local, state and federally mandated health guidelines to keep students, employees, prospective employees, and visitors as safe as possible. For the latest information regarding Texas A&M’s COVID-19 response, please visit the University’s COVID-19 website . For COVID-19 employment-related information, please visit the Division of Human Resources and Organizational Effectiveness’ COVID-19 website .

Required Education and Experience:

• Bachelor's degree or equivalent combination of education and experience

Required Knowledge, Skills and Abilities:

• Ability to multi-task and work cooperatively with others
• Knowledge of word processing, spreadsheet, and presentation software programs
• Knowledge of degree requirements and student records maintenance
• Ability to adhere to FERPA
• May require extended or weekend hours during peak season

Preferred Education and Experience:

• Master’s degree
• More than one year of professional experience in higher education
• Professional experience in a position with admissions, advising, or student academic record duties
• Previous experience in a higher education office of registrar, financial aid, admissions, or student advising
• Three or more years of customer service experience
• Some experience reviewing and interpreting student academic records, university policy, and State of Texas laws pertaining to academic requirements

Preferred Knowledge, Skills, and Abilities:

• Knowledge of student information systems, degree planning, and degree audits
• Ability to present information clearly and concisely
• Ability to work with sensitive information and maintain confidentiality
• Excellent written communication, analytical, interpersonal, and organizational skills
• Proficiency in Microsoft Office Suite, particularly, Word, Excel, PowerPoint, and Outlook
• Proficiency in Banner 9 or other student information systems
• Knowledge of Texas A&M’s adjustment system
• Proficiency in Imagine Now or related document imaging software program
• Knowledge of the Undergraduate Degree Planner application or other related degree evaluation tool
• Advanced knowledge of current university regulations, federal regulations, student rules, core curricula requirements, and state laws related to job responsibilities
• Knowledge of TAMU policy and FERPA

Responsibilities:

Advising/Counseling

Assists in advising and counseling departmental advisors across campus on individual students’ academic records to determine whether or not they have met all the academic and legal requirements for graduation. Assists in responding to questions and counselling needs in person, via email, and over the phone from students, departments, and colleges pertaining to the students’ graduation and provides solutions for problems encountered. Assists with questions relating to the Undergraduate Degree Planner application, courses counting for financial aid disbursement, and available reports for all applications.

Degree Audit – Workflow Functionality

Assists in ensuring proper workflow functionality for requested course adjustments, additional curriculum requests, undergraduate curricular exceptions, graduate exceptions, and professional exceptions in the University Adjustment System (UAS). Assists in maintaining workflow functionality with requests sent from the Office of Graduate and Professional Studies, the Law School, Qatar, and Galveston in Image Now. Ensures proper approvals which are required are provided based on college and dean approval documentation for the university.

Interpreting/Maintaining Knowledge of Policies and Rules

Assists and participates in maintaining knowledge of current and upcoming state statutes as they pertain to student academic records. Interprets and maintains knowledge of current university regulations, federal regulations, student rules, core curricula requirements, and state laws. Assists campus constituency in application of these regulations and laws with respect to individual student records.

Graduation/Commencement

Assists in review of individual students’ academic records to determine whether or not they have met all the academic and legal requirements for graduation. Assists in making final determination on those students who will be graduating with honors and coordinates the imprinting of honors on the diploma. Communicates deadlines and state policies to prospective degree candidates and campus constituents. Assists in the production of the commencement program, ensuring accuracy of degree candidate information and ensuring degree candidates with directory information withheld are notified and not included.

Policy/Procedure Maintenance

Assists in maintenance of accurate documentation of processes and procedures for the Administrative Services Team in the Office of the Registrar, particularly procedures related to processes in the University Adjustment System.

Daily/Weekly Reports

Assists in working daily/weekly reports to ensure the accuracy of graduation applications, diploma fee assessment, and student curriculum information. Also assists in working reports relating to directory information withheld for graduation, graduation requirements, and students pursuing a double degree. Performs other duties as assigned.

Instructions to Applicants: Applications received by Texas A&M University and TAMHSC, must either have all job application data entered or a resume attached. Failure to provide all job application data or a complete resume could result in an invalid submission and a rejected application. We encourage all applicants to upload a resume or use a LinkedIn profile to pre-populate the online application.

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/AffirmativeAction/Veterans/Disability Employer committed to diversity.