Senior Administrative Associate - Office of the Registrar

Job Posting Title:

Senior Administrative Associate - Office of the Registrar

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Hiring Department:

Office of the Registrar

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt

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Earliest Start Date:

Apr 02, 2024

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

Must be eligible to work in the United States on a full-time basis for any employer.

Purpose

Serve as a Senior Administrative Associate in the Office of the Registrar. This position performs advanced and complex activities related to the core processes of the office. Provides direction, guidance, and support for other staff members. Provides administrative support and assistance to senior management. Screens incoming calls and visitors, and responds to questions about the institution. Reviews and answers incoming correspondence. Prepares and assembles reports and presentations. Assist the administrator of a sizable department with a large volume of highly complex decisions, and to supervise a large clerical staff in the operation of the department, exercising a high degree of initiative and judgment.

Responsibilities

• Coordinate the exchange of information with campus community consistent with federal and State law and educational policy.
• Lead all cross-training efforts within the Scheduling team.
• Lead and support project teams. Actively participate in meetings, training, and presentations. Assist with the development and implementation of procedures to improve work processes and tasks.
• Lead various activities in the Registrar's office including yet not limited to those related to Course Inventory, Catalogs, and Course Scheduling.
• Troubleshoot customer inquiries, issues and complaints (includes follow up contact as needed). Process and fulfill requests for information regarding students, courses, and degrees.
• Verify accuracy of records. Enter and update electronic information. Store and access paper and electronic documents.
• With coordination of the Assistant Registrar, lead communication efforts regarding information/data to students, parents, staff, faculty and reporting entities. Research and retrieve data to respond to community requests.

Required Qualifications

Bachelor's degree and more than three years of administrative or office experience. Demonstrate competency in the use of the Microsoft Office suite. Exhibits ability to learn and apply new skills. Demonstrate ability to engage, attention to detail, be motivated in the work environment, and interpersonal communication skills (both written and oral). Ability to display tact and professionalism, work cooperatively in a team environment, and provide excellent customer service. Ability to take initiative in working both independently and in cooperation with others.  

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Extensive experience in a position that demonstrated advanced competency in direct customer service, problem solving, or related job knowledge. Experience working with the UT Mainframe, the UT Room Scheduling System, processing Course Schedule Update forms, and Academic/Event Scheduling. Demonstrated organizational ability, negotiation skills, and ability to work under pressure. Experience in identifying and resolving problems in a timely manner. Experience learning, understanding, interpreting, and explaining complex policies and/or legislation. Experience working in a university environment. 

Salary Range

$47,500

Working Conditions

• May work around standard office conditions
• Repetitive use of a keyboard at a workstation

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer , complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form.  You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States.  Documents need to be presented no later than the third day of employment.  Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English) [PDF]
• E-Verify Poster (Spanish) [PDF]
• Right To Work Poster (English) [PDF]
• Right To Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031 .

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.