Administrative Coordinator II

Our Commitment 

Texas A&M University is committed to enriching the learning and working environment by promoting a culture that respects all perspectives, talents & lived experiences.  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 Administrative Coordinator II position works under general supervision and coordinates administrative support for the university's course inventory. They serve as the administrative contact for course submissions using the Curricular Approval Request System (CARS) and provides support to users of the system. The position provides a thorough review and examination of course proposals submitted through CARS for approval, identifies potential issues, and exercises discretion and independent judgment. They will train faculty and staff on the proper use of CARS and assist in troubleshooting issues. The position will assist with the maintenance, analysis, and verification of accuracy of the University’s course inventory records. They will monitor and respond to several group email accounts. We seek an individual that enjoys working in a structured environment, enjoys researching to identify problems, and maintains composure in high stress situations. Time management, planning and organizational skills, attention to detail, and the ability to work as a motivated self-starter are all crucial for success in this position.  If the above description sounds interesting to you, we invite you to apply for this opportunity.  

What You Need to Know

Salary Range:$36,512.00 - $46,924.80 (Based on selected hire’s qualifications)

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

Other Requirements and Factors: Must be able to arrive to work on time and regularly. Must be punctual, dependable, and able to work independently. Must be able to work occasional weekends and evenings during certain times of the year.

Qualifications

Required Education and Experience:

• Bachelor’s degree or equivalent combination of education and experience.
• Three years of experience in office administration.

Required Knowledge, Skills, and Abilities:

• Knowledge of word processing, spreadsheet, database, and presentation applications.
• Knowledge of content management systems, student information systems, and standard software applications.
• Ability to work in a collaborative team environment.
• Proofreading, editing, and researching skills.
• Interpersonal, planning and organizational skills.
• Ability to understand, follow, and give verbal and written instructions.
• Attention to detail and accuracy.
• Ability to work independently and exercise discretion and judgment while performing job duties. Ability to comfortably interact with various staff at all levels.
• Standard office procedures/protocol.
• Ability to multi-task and work cooperatively with others.

Preferred Qualifications:

• More than three years of experience in office administration.
• One year of professional experience in a higher education setting.
• Professional experience in the Registrar’s Office.
• Experience with Microsoft Word, Excel, Outlook and Adobe Acrobat Professional.
• Experience with student information system (Banner).
• Familiarity with Texas A&M academic procedures, policies, and rules.
• Knowledge and understanding of FERPA.
• Ability to comply with Texas A&M, System, State and Federal laws, regulations, rules and policies. Thorough knowledge of content management systems (CourseLeaf, Confluence).
• Knowledge of UC4 reporting tool.
• Training presentation and delivery skills.
• Customer service skills.
• Ability to work in a high stress environment.

Course Proposal Review

• Directs and provides a thorough analysis and examination of course proposals and their attached syllabi as submitted through the Curricular Approval Request System (CARS) for compliance and adherence to university policies, including minimum syllabus requirements and student rules.
• Directly communicates with and provides recommendations/feedback to advisors, faculty and administrators to resolve discrepancies or errors found in course submissions.
• Identifies potential issues and escalates high level issues to leadership.
• Exercises discretion and independent judgment in the review process.
• Identifies opportunities for improvement and develops procedures to streamline the course review process.

Course Inventory

• Assists with the maintenance, analysis and verification of accuracy of course inventory records in the student information system (Banner), Curricular Approval Request System (CARS) and catalogs.
• Utilizes the daily course data files to generate ad-hoc reports from the student information system and to verify accuracy of data in CARS.
• Generates courses not-taught report and works with departments/colleges to remove courses from course inventory.

Curricular Approval Request System

• Serves as a contact and resource for academic departments with inquiries regarding the curricular approval process for course submissions.
• Assists the team in support of the Curricular Approval Request System (CARS).
• Maintains working knowledge of the CourseLeaf software and stays current on software updates introduced by the vendor.
• Participates in thorough testing of vendor software updates.
• Coordinates and submits support tickets to the vendor regarding issues/concerns encountered with the system.
• Identifies opportunities for CARS enhancements in the course forms.
• Advises faculty and staff on proper use of the software and helps with troubleshooting issues.
• Assists with the campus-wide training sessions and meetings.

Catalog

• Assists with the production of the University catalogs ensuring accuracy of information.
• Reviews and approves pages in the CAT editor role and assists with other catalog tasks/projects as directed by the Assistant Registrar.

General Office Administration

• Answers the main telephone line for Curricular Services, routes calls and takes messages as appropriate.
• Responds to inquiries regarding catalog and the curricular approval process.
• Monitors group email accounts and responds to inquiries in a timely manner.
• Ensures confidentiality of communications within the Office of the Registrar.
• Documents standard operating procedures using Confluence.
• May assist in facilitating procedural training on the use of the curricular approval request system (CARS) to college and departmental staff.
• Recommends improvements of office procedures. Assists with proofreading communication.

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. 

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 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.