Administrative Associate V

Texas A&M University System · College Station · $18.75–$20.63/hr (stated in the posting)

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Agency

Department

What We Want

A detail-oriented, fast-paced, customer-centered individual to join the Records Administration and Archives team to accurately interpret and apply state, Federal, and University policies pertaining to academic records administration as well as produce quality copies of academic records on demand.  The ideal candidate will have a basic knowledge of FERPA, state and federal student records retention guidelines, and student records maintenance.  They will possess a familiarity with a student information system, document management software, and microfilm/microfiche scanners.   The ideal candidate will also be able to work independently and collaboratively with accuracy, speed, and contribute to successful project completions.  Time management, adaptability, meticulous organizational skills, attention to details, and effective communication skills are all crucial for success in this position.  The Office of the Registrar is a team-oriented environment and the selected candidate will be able to thrive in this type of environment while successfully managing individually assigned projects.

What You Need To Know

Salary: $18.75- $20.63/hourly (based on selected hire’s qualifications)

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

Other Requirements and Factors:

• Works well in an open concept space with noise and phones from other areas.
• Must be able to arrive at work on time and regularly.
• Must be punctual, dependable, and able to work independently.
• Must be able to work occasional weekends and evenings, including participation in university commencement ceremonies

Qualifications

Required Education and Experience

• High school graduation or any equivalent combination of education and experience.
• Five years of experience in general office or clerical work.

Preferred Qualifications

• Texas A&M University experience with working knowledge of Compass, Howdy, and DPSS. Customer service experience.
• Experience working with graduate students in an advising capacity or related role.
• Experience using Microsoft Office Suite (PowerPoint, Word, Excel, etc.
• Experience using LaTeX to create, edit, and format technical or academic documents.
• Higher education experience.
• Experience processing high-volume records, requests, and tasks.

Knowledge, Skills, and Abilities

• Ability to effectively communicate both orally and in writing.
• Strong interpersonal and organizational skills.
• Ability to multi-task and work cooperatively with others.
• Ability to effectively communicate both orally and in writing. Strong interpersonal and organizational skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment. Ability to work independently and collaboratively with diverse teams. Skilled in using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Knowledge of university administrative procedures, policies, and compliance standards (e.g., FERPA).
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Skilled in coordinating meetings, events, and travel logistics.
• Ability to learn and utilize enterprise systems such as Emburse, DPSS, Perceptive Content, ImageNow, Adobe Sign, Laserfiche, and Canopy.
• Strong attention to detail and accuracy in data entry, documentation, and reporting.

Essential Duties/Tasks

• Customer Service and Office Support - Provide timely and accurate responses to a wide variety of requests including 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. Ensure guidelines of FERPA and personal privacy are maintained and enforced for all requests. Acquires and demonstrates an extensive knowledge of a wide variety of university services and academic units in order to direct callers to the appropriate college or service department. E-mail responsibilities include responding to requests received in the Records Admin & Archives shared inbox as well as a provisioned individual email inbox. Answers multi-line phone line and directs callers to other areas as necessary to meet the needs of the caller. Assist in communicating with departments on academic calendar dates as they pertain to records & registration deadlines. Provides minor troubleshooting assistance to customers who encounter problems. Escalates issues to supervisor when the issue is outside of expertise or needs additional assistance. Uses initiative to help facilitate and work with other support staff to complete academic record requests sent to the Registrar’s Office. Makes copies of any and all student academic records (including official academic transcripts) Banner and/or the Perceptive Content system. Utilize postal mail, email, Filex, and facsimile (as appropriate) to send requested documents to the requestors. Utilizes technical knowledge and ability in order to effectively assist customers in accessing the Howdy system. Assists in issuing diplomas and accepting proof of enrollment and transcripts from degree candidates for degree audit processing. Prepares outgoing mail for the entire office in accordance with the mail room pick-up schedule. Receive and sort incoming mail for the entire office. Occasionally signs for deliveries addressed to the office. Greet guests and offer assistance with their request or notify the appropriate staff member who can provide proper assistance. Assist entry by meeting and training attendees.
• Transcript Production & Quality Assurance - Processing of transcript orders: verifies current and former student information, verification that FERPA requirements are met in terms of proper consent, obtains necessary payment information, utilizes appropriate resources within Compass and/or Perceptive Content to locate student records, enter transcript order and process individual or batch print jobs as necessary. Conduct quality control activities to confirm complete and comprehensive transcript of the student’s record is produced. Returns requests and/or contact the customer as necessary if any required information is not provided. Research as required in the instances of a hold preventing the release of the student’s record; communicates with customer and other campus offices as required. Completion of a variety of forms required depending upon nature of customer order, such as medical/dental/vet and other professional credentialing/licensing entities. Coordinate and/or ensure completion of additional certification requests by customers in addition to transcripts (e.g., diploma, distance education, enrollment, and other certifications). This includes working with colleges, student affairs, and other offices on campus to obtain documents not included in official student records maintained by the Office of the Registrar. Prepares transcript for mailing/delivery according to required protocol for transference of an official record. Complete delivery/mailing forms as necessary depending upon the customer’s instructions; requires knowledge of shipping and postal entity requirements as well as proper address requirements for delivery to foreign addresses. Processes payment via credit card and provides a receipt to customer. Research payments that were returned as insufficient and/or did not process for a variety of reasons and communicates with the customer accordingly to resolve processing of payment. Research as necessary for returned transcripts and communication with customer to successfully re-deliver the order. Prepares and formats correspondence forms, and other documents as needed with transcripts when requested by supervisor. Regularly assists with assembly and distribution of transcript requests after printing and prepares orders for mailing. Participates in the processing of bulk transcript mailings. May be occasionally asked by supervisors to assist in transporting daily credit card/check deposit information to Fiscal Office. Inspect credit card equipment daily to ensure proper functionality.
• Maintain & Produce Student Records - Processing and maintenance of student records for main campus, Law School, Qatar, Galveston and Health Science Center. Utilizes a variety of Compass screens and Howdy workflows to update student records in a variety of circumstances as necessary. Updates student records for any academic-related data to include, but not limited to, advanced registration/class changes, grade changes, withdrawals, addition of certificate programs to the official transcript, changing of grade modes, course levels, and updating of study abroad and/or reciprocal exchange courses upon completion and transfer of credit. Process requests from Aggie Honors Office to add/remove honor code violations. Posting of graduate and professional student transfer work received from the Office of Graduate and Professional Studies and other authorized academic units to the student record. Process full-time enrollment exception requests. Utilize ImageNow workflows to fulfill and research records requests submitted via fax or mail within ImageNow workflows. Maintains extensive 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. Be familiar with the National Student Clearinghouse (NSC); redirect 3rd party requestors to the NSC when appropriate; assist with research and response to escalated NSC verification requests requiring additional institutional research. Process records requests for students. Verify the identity of the requestor, ensure signed releases are obtained, verify enrollment and/or degree information, and create and provide necessary verifying documentation regarding said information.
• Data, Document Management & Workflow - Reviews 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. Performs 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. Makes recommendations for process improvements, administrative changes, or new projects related to the management of archived academic records. Utilizes Perceptive Content workflows to process Archived Records Requests submitted to appropriate Perceptive Content workflow. Assists in the coordination of specialized daily tasks within Perceptive Content workflows. Utilizes problem-solving skills to provide both technical and functional information to IT staff to resolve import and process flow issues within the imaging system. Maintains extensive 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 Registrar’s Office sections, students, former students, third-party entities such as employers, court orders/subpoenas, etc. Ensures proper consent of student is obtained as necessary.
• Monitor Distribution/Specialty Supplies - Provide information about admissions, advising, processing, requirements, programs, and testing to students, staff, and community members. Enters, tracks, analyzes, and reports data critical to graduate records processing and funding. Oversee the development and updating of training materials. Process university graduate and professional student documents related to a student’s matriculation through a graduate program, processes relating to degree plans, petitions, aggie ring, funding, fellowships, and other requests. Provide general guidance to students and departmental graduate advisors on the basics of requirements and guides or appropriately refer students with procedural concerns involving admissions, standardized tests, transfer work, filing of degree plans, various petition processes, changes of curriculum, Ombuds issues, examination procedures, authorized signatures, other University graduate degree requirements, and graduation. Provide guidance in the design, development, and implementation of university-wide strategies that inform and attract prospective graduate students at Texas A&M University. 

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.

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.   

• Medical, prescription drug, dental, vision, life and AD&D, flexible spending accounts, 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  
• Automatic 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   
• Educational release time and tuition assistance for completing a degree while a Texas A&M employee  
• Living Well, a program at Texas A&M that has been built by employees, for employees 

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 experience.  Embracing varying opinions and perspectives strengthens our core values which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.

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/Veterans/Disability Employer.

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