Job description
Job Title
Administrative Associate V
Agency
Texas A&M University
Department
Office Of Registrar
Proposed Minimum Salary
Commensurate
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.
https://registrar.tamu.edu/
What we want
The ideal candidate has excellent customer service skills, excels at project coordination and can provide highly advanced administrative support to the Office of the Registrar. The Administrative Associate V responsibilities includes maintenance of student academic records and processing of transcripts. Will also assist with records requests for intradepartmental and external routing (entities include academic colleges, academic departments, administrative departments, external entities to the university). If this position aligns with your experience and interests, we invite you to apply.
What you need to know
Salary Range: $14.53 - $18.67/hour. Salary is commensurate to selected hire's qualifications.
Cover Letter & Resume: A cover letter and resume are strongly recommended.
Other Factors: Office setting is an open concept space with noise and phones from other areas. Must be able to occasionally work weekends and evenings.
Required Education & Experience:
- High School diploma or GED, or equivalent combination of education and experience
- Five years of related experience in general office or clerical work
Required Knowledge, Skills, and Abilities:
- Knowledge of shipping and postal entity requirements as well as proper address requirements for delivery to foreign addresses
Preferred Education & Experience:
- Degree in related field
- More than five years of experience in an academic records office with knowledge of FERPA
- One year of experience in an admissions/records type of atmosphere and/or document management systems, or project coordination
- Some office management experience, office administration, and some supervisory experience
- Experience using Compass (Banner) and Microsoft Office software
Preferred Knowledge, Skills, and Abilities:
- Working knowledge of Image Now, Argos, FERPA, National Student Clearinghouse, and Banner
- Knowledge of university and state rules and regulations pertaining to the maintenance of official academic records
Responsibilities:
- TRANSCRIPT PRODUCTION & QUALITY ASSURANCE - Processes 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, enters transcript order and processes individual or batch print jobs as necessary. Conducts quality control activities to confirm complete and comprehensive transcript of student’s record is produced. Returns requests and/or contacts the customer as necessary if any required information is not provided. Researches 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. Completes a variety of forms required depending upon nature of customer order, such as medical/dental/vet and other professional credentialing/licensing entities. Coordinates and/or ensures completion of additional certification requests by customers in addition to transcripts (e.g., diploma, distance education, enrollment, and other certifications). Works 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. Prepares transcript for mailing/delivery according to required protocol for transference of an official record. Completes delivery/mailing forms as necessary depending upon the customer’s instructions. Processes payment via credit card and provides receipt to customer. Researches payments that were returned as insufficient and/or did not process for a variety of reasons and communicates with customer accordingly to resolve processing of payment. Researches 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 for inclusion 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. On occasion, is asked by supervisors to assist in transporting daily credit card/check deposit information to Fiscal Office. Inspects credit card equipment daily to ensure proper functionality.
- MAINTAIN AND PRODUCE STUDENT RECORDS - Processes and maintains 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 is 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. Processes requests from Aggie Honors Office to add/remove honor code violations. Processes full-time enrollment exception requests. Posts graduate and professional student transfer work received from the Office of Graduate and Professional Studies and other authorized academic units to the student record. Processes full-time enrollment exception requests. Utilizes ImageNow workflows to fulfill and research records requests submitted via fax or mail within ImageNow workflows. Maintains an 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. Stays familiar with the National Student Clearinghouse (NSC). Redirects 3rd party requestors to the NSC when appropriate and assists with research and response to escalated NSC verification requests requiring additional institutional research. Processes records requests for students. Verifies identity of requestor, ensures signed releases are obtained, verify enrollment and/or degree information, create and provide necessary verifying documentation regarding said information.
- CUSTOMER SERVICE AND OFFICE SUPPORT - Provides 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. Ensures 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 appropriate college or service department. E-mail responsibilities includes responding to requests received in the Records Admin & Archives shared inbox as well as provisioned individual email inbox. Answers multi-line phone line and directs callers to other areas as necessary to meet the needs of the caller. Assists 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 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. Utilizes postal mail, email, Filex, and facsimile (as appropriate) to send requested documents to the requestors. Requires some technical knowledge and ability in order to effectively assist customers in accessing the Howdy system. Assists issuing diplomas and accepting proof of enrollments and transcripts from degree candidates for degree audit processing. Prepares outgoing mail for entire office in accordance with mail room pick-up schedule. Receives and sorts incoming mail for entire office. Occasionally signs for deliveries addressed to the office. Greets guests and directs appropriate guests to check-in system so they can check-in and be assisted by next available staff. Assists entry by meeting and training attendees. Monitors administrative portal for the check-in system and follow-up with appropriate office staff; offers assistance with use of check-in system for transcripts, diploma orders, registration, verifications, etc.
- 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 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. 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.
- PROJECT COORDINATION & PROCEDURES - - Performs analyses and provides project summaries to assist in management of projects and new Records Admin & Archives initiatives. Coordinates data collection and research related to project milestones and processing goals. Works in coordination with the Assistant Registrar and Administrative Coordinator for the team to ensure documented procedures are kept up-to-date in Confluence. Assists with the training of new support staff and student workers regarding Records Admin & Archives area tasks. Works collaboratively with Office of the Registrar Staff to improve procedures and provide consistent quality service to the campus community, former students, and other external agencies.
- MONITOR DISTRIBUTION/SPECIALTY SUPPLIES - 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. Informs appropriate office personnel or supervisor when supplies are approaching low levels, requiring ordering new supplies.
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.
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 committed to diversity.
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