Administrative Associate V

Texas A&M • College Station, TX

1d • Onsite

About The Position

The Office of the Registrar is seeking a detail-oriented, fast-paced, customer-centered individual to join the Records Administration and Archives team. This role involves accurately interpreting and applying state, Federal, and University policies pertaining to academic records administration, as well as producing 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. Familiarity with a student information system, document management software, and microfilm/microfiche scanners is desired. The position requires the ability to work independently and collaboratively with accuracy and speed, contributing to successful project completions. Strong time management, adaptability, meticulous organizational skills, attention to detail, and effective communication skills are crucial. The Office of the Registrar is a team-oriented environment, and the selected candidate will thrive in this setting while managing assigned projects.

Requirements

• High school graduation or any equivalent combination of education and experience.
• Five years of experience in general office or clerical work.
• 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 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.
• Must be able to arrive at work on time and regularly.
• Must be punctual, dependable, and able to work independently.

Nice To Haves

• 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.
• Basic knowledge of FERPA, state and federal student records retention guidelines, and student records maintenance.
• Familiarity with a student information system, document management software, and microfilm/microfiche scanners.
• Ability 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.
• Ability to thrive in a team-oriented environment while successfully managing individually assigned projects.

Responsibilities

• 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.
• Acquire and demonstrate 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.
• Respond to requests received in the Records Admin & Archives shared inbox as well as a provisioned individual email inbox.
• Answer multi-line phone line and direct 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.
• Provide minor troubleshooting assistance to customers who encounter problems.
• Escalate issues to supervisor when the issue is outside of expertise or needs additional assistance.
• Use initiative to help facilitate and work with other support staff to complete academic record requests sent to the Registrar’s Office.
• Make copies of any and all student academic records (including official academic transcripts) using Banner and/or the Perceptive Content system.
• Utilize postal mail, email, Filex, and facsimile (as appropriate) to send requested documents to the requestors.
• Utilize technical knowledge and ability in order to effectively assist customers in accessing the Howdy system.
• Assist in issuing diplomas and accepting proof of enrollment and transcripts from degree candidates for degree audit processing.
• Prepare 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 sign 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.
• Process transcript orders: verify current and former student information, verification that FERPA requirements are met in terms of proper consent, obtain necessary payment information, utilize 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.
• Return 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; communicate with customer and other campus offices as required.
• Complete 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).
• Prepare 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.
• Process payment via credit card and provide a receipt to customer.
• Research payments that were returned as insufficient and/or did not process for a variety of reasons and communicate 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.
• Prepare and format correspondence forms, and other documents as needed with transcripts when requested by supervisor.
• Regularly assist with assembly and distribution of transcript requests after printing and prepare orders for mailing.
• Participate 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.
• Process and maintain student records for main campus, Law School, Qatar, Galveston and Health Science Center.
• Utilize a variety of Compass screens and Howdy workflows to update student records in a variety of circumstances as necessary.
• Update 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.
• Post 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.
• Maintain extensive knowledge of university and state rules and regulations pertaining to the maintenance of official academic records.
• Respond 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.
• Review 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.
• Perform 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.
• Make recommendations for process improvements, administrative changes, or new projects related to the management of archived academic records.
• Utilize Perceptive Content workflows to process Archived Records Requests submitted to appropriate Perceptive Content workflow.
• Assist in the coordination of specialized daily tasks within Perceptive Content workflows.
• Utilize problem-solving skills to provide both technical and functional information to IT staff to resolve import and process flow issues within the imaging system.
• Respond 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.
• Ensure proper consent of student is obtained as necessary.
• Provide information about admissions, advising, processing, requirements, programs, and testing to students, staff, and community members.
• Enter, track, analyze, and report 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.

Benefits

• 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
• Free exercise programs and release time
• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED