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Texas A&M University Administrative Associate III in College Station, Texas

Job Title

Administrative Associate III

Agency

Texas A&M University

Department

Academic Affairs Recruiting Office

Proposed Minimum Salary

$11.50 hourly

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 Office of the Registrar.

What we want

The Office Associate position is responsible for: Providing excellent customer service and advanced office support to the Office of the Registrar. This includes the maintenance of student records, processing of transcript and record requests and registration assignments. Supports the Office of the Registrar reception area by greeting and directing walk-in traffic to the appropriate areas within the office or around campus as well as answering incoming calls to the front reception area. Provide timely and accurate responses to a wide variety of requests received by email, faxes, and/or postal mail. Rotates in shifts between reception area and processing areas.Required Education and Experience:

  • High School Diploma or equivalent combination of education and experience

  • Three years of experience in general office or clerical work

Required Knowledge, Skills and Abilities:

  • Ability to communicate effectively with numerous and diverse groups of people or organizations

  • Working knowledge of personal computers

  • Attentive to details and able to interpret information with accuracy

  • Must be able to work under pressure and meet deadlines

  • Requires the ability to multi-task and work cooperatively with others

Other Requirements:

  • Occasional extended hours may be required during certain periods of the semester

  • Must be able to come to work regularly and on time

Preferred Education and Experience:

  • Associates degree

  • Experience using Compass

  • More than 5 years of experience in an academic records office

  • Some receptionist experience & some supervisory experience

  • Working knowledge of standard office equipment and multi-phone lines

Preferred Knowledge, Skills and Abilities:

  • Working knowledge of Compass and National Student Clearinghouse

  • Knowledge of FERPA

  • Critical thinking and editing experience

Preferred Licenses, Certifications and Registrations:

  • Certified Administrative Professional (CAP)

Responsibilities:

  • 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, utilize appropriate screens within Compass 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 student record was 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 variety of forms required depending upon nature of customer order, such as medical/dental/vet and other professional credentialing/licensing entities. Coordination and/or completion of certification of diploma, distance education and other certifications as requested by customer; this includes working 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. 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 receipt to customer. Research 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. Research as necessary for returned transcripts and communication with customer to successfully re-deliver the order. Forwards pre-1985 transcript requests to Data Search section for permanent record processing. Prepares and formats correspondence forms, and other documents as needed for inclusion with transcripts when requested by supervisor. Regularly assists Transcript section 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

  • Processing and maintenance of student records for main campus, Law School, Qatar, Galveston and Health Science Center: Utilizes variety of Compass screens to update student records in a variety of circumstances which includes, but is not limited to, a name, address, gender, citizenship and other bio-demo data as necessary. Updates student records for any academic related data to include, but is not limited to, 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 include those records requests submitted to Records fax, TAMU-Galveston & OGAPS in ImageNow workflow. 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. Ensures proper consent of student is obtained as necessary. 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 verification requests for students. Verify identity of requestor, ensure signed releases are obtained, verify enrollment and/or degree information, create and provide necessary verifying documentation regarding said information.

  • Respond to telephone, electronic, and in-person inquiries. Provide answers to general and specific questions from university administrators, faculty, staff, students, parents, as well as from the general public, within the guidelines of FERPA and personal privacy for the student. E-mail includes responses to requests received by the official Records, Transcripts, and/or Registration e-mail accounts. As customer volume permits, complete work related to transcript and student record processing. Answers multi-line phone for the Office of the Registrar main phone line and directs callers to other areas as necessary to meet the needs of the caller. Requires an extensive knowledge of wide variety of university services and academic units in order to direct callers to appropriate college or service department. Assist in communicating with departments on academic calendar dates as they pertain to records & registration deadlines. Assist former students with navigating the Former Student Questionnaire in order to activate their Howdy account in order to access their student record. May require troubleshooting and communication/coordination with the Help Desk to resolve technical difficulties. Requires some technical knowledge and ability in order to effectively assist customer in accessing the Howdy system. Provide minor troubleshooting assistance to customers who encounter problems; escalates issues to supervisor when issue is outside of expertise or needs additional assistance

  • Process records requests for converted students (Law and HSC) and/or pre-1985 enrolled TAMU students by locating appropriate microfilmed student record, entering record information directly into Compass and producing an accurate official transcript of the student record. Release appropriate student holds when record audit has been completed and checked for accuracy

  • Keep inventory of forms used to submit records requests on hand for departments. Monitor 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. Monitor distribution of paper for use at Law School. Monitor 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

  • Other duties as assigned

Special Note: A cover letter, resume, and contact information for three professional references are strongly recommended. You may upload all three on the application under CV/Resume.

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/Affirmative Action/Veterans/Disability Employer committed to diversity.

Howdy and thank you for your interest in a career with Texas A&M University. As the flagship campus of The Texas A&M University System, we are located in College Station, Texas with a student population of more than 64,000 and nearly 9,000 faculty and staff.

The Spirit of Aggieland is unmistakable. We are a unique American institution, fostering a culture of friendliness, diversity, compassion and respect for one another. Our unique history and rich traditions make Texas A&M special.

From our benefits package and professional development opportunities to our retirement programs, Texas A&M is a great place to work. Your path to a great career starts here!

Equal Opportunity/Affirmative Action/Veterans/Disability Employer committed to diversity.

If you need assistance in applying for this job, please contact (979) 845-5154.

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