Administrative Associate V

Job Title
Administrative Associate V
Agency
Texas A&M University
Department
Office Of Registrar
Proposed Minimum Salary
$18.75 hourly
Job Location
College Station, Texas
Job Type
Staff
Job Description
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 t