Administrative Coordinator I

Texas A&M • College Station, TX

12d

About The Position

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.

Requirements

• Bachelor’s degree or equivalent combination of education and experience
• Two years of experience in office administration
• Knowledge of word processing, spreadsheet, and database applications
• Strong attention to detail
• Ability to work cooperatively with others
• Strong interpersonal skills
• Ability to communicate effectively
• Planning and organizational skills
• Computers Microsoft Office 365

Nice To Haves

• Working knowledge of Family Educational Rights and Privacy Act (FERPA)
• Working knowledge of Compass and Perceptive Content
• Familiarity with Department of Education enrollment reporting rules
• Knowledge of National Student Clearinghouse (NSC) and National Student Loan Data System (NSLDS) reporting systems
• Familiarity with Texas A&M academic procedures and rules

Responsibilities

• 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 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 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 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. 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.
• 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 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. 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 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) in Banner and/or the Perceptive Content system. Utilize 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. Assist issuing diplomas and accepting proof of enrollments and transcripts from degree candidates for degree audit processing. Prepare outgoing mail for entire office in accordance with mail room pick-up schedule. Receive and sort incoming mail for entire office. Occasionally sign for deliveries addressed to the office. Greet guests and direct appropriate guests to check-in system so they can check-in and be assisted by next available staff; Assist entry by meeting and training attendees; Monitor administrative portal for the check-in system and follow-up with appropriate office staff; offer assistance with use of check-in system for transcripts, diploma orders, registration, verifications, etc.
• MAINTAIN AND 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 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. Process requests from Aggie Honors Office to add/remove honor code violations. Process full-time enrollment exception requests. 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 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. 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 identity of requestor, ensure signed releases are obtained, verify enrollment and/or degree information, 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 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 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 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 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 and Qatar branch campus. 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. Informs appropriate office personnel or supervisor when supplies are approaching low levels, requiring ordering new supplies.

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
• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 1,001-5,000 employees