Job Title

Senior Administrative Coordinator I

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 & lived experience. Embracing varying opinions and perspectives strengthens our core values (https://www.tamu.edu/about/coreValues.html) 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.

What We Want

The Office of the Registrar is seeking a Senior Administrative Coordinator I who will assist in leading the Records Administration and & Archives team. This position will direct, supervise and oversee the accuracy and maintenance of student academic records stored in the student information system and imaging system. This position will provide guidance and training to the campus community on the processes which affect student records, such as name changes, course drops, late registration, and withdrawals. They will oversee records and academic data requests from students, TAMU departments, along with state and federal agencies. Work along side other staff regarding enrollment reporting, adherence to FERPA guidelines, transcript requests, and requests to the National Student Clearinghouse. We seek a passionate and enthusiastic individual with project and time management skills, meticulous organizational skills, and an attention to detail. If the above description sounds interesting to you, we invite you to apply for this opportunity.

What You Need to Know

Salary Range: $44,912.00 - $57,740.80 (Based on selected hire’s qualifications)

Cover Letter & Resume: A cover letter and resume are strongly recommended.

Qualifications

Required Education and Experience:

• Bachelor’s degree or equivalent combination of education and experience

• six years of experience in office administration

Preferred Education and Experience

• Bachelor’s degree

• 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, & supervisory experience. Experience using Compass (Banner) and Microsoft Office software.

Required Knowledge, Skills, and Abilities:

• Requires excellent oral and written communication skills.

• Ability to multi-task and work cooperatively with others.

• Working knowledge of Microsoft office suite; including Outlook, Word, Teams, Excel, and basic software programs.

• Creative, innovative, and detailed oriented, ability to plan and organize effectively.

• Receptive to training and a quick learner.

• Ability to think independently when given a task.

• Knowledge of recourses to assist in research.

• Ability to work under pressure to meet deadlines.

• Working knowledge of FERPA and privacy laws pertaining to student and prospective student data.

• Must be able to comply with federal, state, system, and TAMU laws, policies, rules, and regulations. Working knowledge of standard office equipment.

Preferred Qualifications:

• Attentive to details and able to interpret information with accuracy.

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

• Ability to multi-task and work cooperatively with others.

• Working knowledge of standard office equipment and multi-line VOIP phone system.

• Must have positive supervisory skills and be able to alter training to employee needs.

• Familiarity with TAMU rules and policies; knowledge of Compass (Banner), FERPA, TAMUDocs (ImageNow/Perceptive Content), and standard office procedures.

• Knowledge of academic records retention guidelines and practices as set forth by AACRAO, the State of Texas, and TAMU System.

• Excellent diplomacy skills.

• Working knowledge in microfilm and digital records archival processes and long-term storage of records.

• Familiarity with imaging processes and equipment utilized for document imaging.

Essential Duties/Tasks

Coordination/Supervision/Training of Staff and Student Workers

Coordinates administrative support and direction for the Records Administration & Archives Team. Trains and evaluates the work of other support staff on tasks related to records requests (searches, information retrieval, corrections, and production of records). Coordinates the processing of student record updates such as name changes, grade changes, add/drops, withdrawals, etc. Coordinates the Perceptive Content workflow archived records requests, transcript requests, student record updates. Assists Assistant Registrar to coordinate, manage, and monitor progress on any long-term projects assigned to staff. Ensures support staff adherence to FERPA, office protocol, and monitors procedures to eliminate duplication of effort , and to streamline flow of operations in regard to operations. Researches, applies, and communicates University, TAMU system, state, and federal policies and procedures regarding academic records archival to support staff. Makes evaluative judgement in resolving unusual academic records requests or complex, highly sensitive, and confidential administrative matters related to academic records archival and transcript production. Works with Assistant Registrar on records retention matters, long term initiatives related to student records archival, establishing, maintaining, and updating office academic record archival procedures as needed. Utilizes Workday to hire staff and student workers, to manage and process payroll and leave information as needed. Ensures student workers are trained and that there is continual coverage at the front counter

Academic Record Preservation

Responsible for the archival and preservation of all academically related documents for all students who have enrolled at Texas A&M University from 1876 to present day. Receives archived academic records/documents provided to the Office of the Registrar for addition to students' academic records or documents/reports which need to be permanently preserved due to their historical significance. Supervises temporary filing of any documentation (paper/book format) sent to the Records Administration & Archives team as well as preparation of academic records for imaging. Assists Records Administration & Archives staff as needed to ensure Data & Document Management tasks are completed correctly and on schedule. Monitors document image linking and document type association performed by other staff within ImageNow for Registrar drawers to ensure proper linking to student biographic/demographic data as well as appropriate image categorization. Ensures indexed biographical and institutional data on academic records remains consistent with the same indices utilized by the ImageNow and Compass databases prior to and after imaging. Monitors that the correct microfilm index values are maintained correctly in Perceptive Content appropriately for microfilmed academic records. Serves as a liaison with Provost IT and Admissions in regard to imaging and import of academic records as needed should any issues with academic records arise. Works with Assistant Registrar, Provost IT, and other involved parties to create/adjust new document types and workflows within ImageNow as needed for records retention needs. Coordinates and supervises the destruction of hard copy academically related documents which have been imaged and verified in accordance to the approved standards established in the State of Texas/Texas A&M University System Records Retention Schedule and AACRAO's Student Records Management guidelines.

Academic Record/Data Request

Develops effective working relationships and promotes communication between the various functional, administrative, and academic offices/organizations at Texas A&M University (both main and branch campuses), including the Aggie One Stop. Coordinates, assists, and assigns staff on document retrieval requests from other TAMU departments, state and federal agencies, The Association of Former Students, etc. Provides guidance on academic records requests for support staff and makes evaluative judgements regarding the allowable release of academic records for requests regarding deceased individuals through the application of FERPA and other applicable policies/guidelines. Responsible for the principal retrieval of documents requested by individuals conducting research relative to genealogy. Be familiar with National Student Clearinghouse website and assist Enrollment Reporting staff with research and response to escalated NSC verification requests. Annotates (name changes, permanent record corrections, etc.) archived documents and ensures annotated items processed by the Office of the Registrar are imaged into Perceptive Content with corrections applied. Provides direction and support for Archived Records staff to ensure quality customer service and support is provided to all who submits data requests to the Office of the Registrar.

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.

Records Processing and Request Support

Provides back up support for the Administrative Coordinator II position on the Records Administration & Archives team over transcript processing and to provide advanced support and direction as needed to ensure daily operations related to processing and maintenance of student records for main campus, Law School, Qatar, Galveston, & Health Science Center. Also assists with processing tasks for online add/drop system workflow, late registration/registration after census tasks as needed during heavy volume periods. Provides supervision on records administration tasks and processes as needed in the absence of other supervisors

Microfilm Records & Equipment

Coordinates remaining microfilm activities and archival to ensure compliance with Record Retention schedule set by TAMUS System. Serves as a back up to Records Administration & Archives staff to retrieve micrographic records as needed . Responsible for verifying and making evaluative j udgments regarding the image quality of both original and duplicate microfilm rolls. Coordinates with Admissions Document Management the re-scanning of any imaged document needing annotation/retyping/correction or when the microfilmed image quality is determined to be inferior, or if the original permanent record was retrieved for imaging. Maintains Access database which logs all microfilm rolls and microfiche records, enumeration of boxes containing original microfilm rolls stored in a secure off-site operated by Cushing Memorial Library/Records Management as well as film processing information (dates produced, duplication, density, etc.), film status, and the academic records contained on each roll. Serves as an authorized contact to Cushing Memorial Library/Records Management for storage and retrieval of archived, original microfilm rolls and original permanent record transcripts . Serves as an information resource in regard to micrographic records and processes within Registrar's Office academic records archival. Works with Assistant Registrar to evaluate, review, adapt, and makes improvements to records archival process as necessary to improve the Registrar’s Office ability to provide quality customer service to former students and campus community related to archived records on microfilm. Monitors usage of specialized office equipment (ScanPro i9300 microfilm scanner). Evaluates equipment performance and serves as a liaison for specialized office equipment and service contracts. Serves as primary contact and information resource regarding equipment used in Records Administration & Archives area, and responsible for coordinating logistical, and technical (e.g., scheduled maintenance) support for equipment as needed. Responsible for replacing older, worn-out, plastic reels the microfilm rolls are stored on as well as the storage cases/boxes. In charge of splicing/repairing older duplicate microfilm rolls (as needed) and analyzing when microfilm rolls utilized by the Records Administration & Archives team are in need of destruction.

OTHER DUTIES:

Perform other duties as assigned including but not limited to, provide assistance and office support for other areas within the Office of the Registrar as needed. Attends meetings or committees on behalf of supervisor when requested. Assists Registrar management team as needed with commencement activities and ceremonies.

Is this a supervisory position that has the authority to hire employees or whose recommendations for hiring, termination or other change of employment status are given strong consideration?

Yes

Employees Supervised:

4 Administrative Associate V

8 Student Workers

Physical Requirements:

Light to moderate lifting and/or moving of objects everyday office equipment and supplies (i.e., paper to restock printers).

Other Requirements and Factors:

Professional demeanor. Not easily distracted, wishes to assist former students and current students with their success.

Why Texas A&M University?

Texas A&M University is committed to enriching the learning and working environment by promoting a culture that respects all perspectives, talents & lived experiences. Embracing varying opinions and perspectives strengthens our core values (https://www.tamu.edu/about/coreValues.html) which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.

We are a prestigious university with strong traditions, Core Values, and a community of caring and collaboration.  Amenities associated with a major university, such as sporting and cultural events, state-of-the-art recreation facilities, the Bush Library and Museum, and much more await you.  Experience all that a big city has to offer but with a reasonable cost-of-living and no long commutes. 

• Health (https://www.tamus.edu/business/benefits-administration/medical/) , dental (https://www.tamus.edu/business/benefits-administration/dental/) , vision (https://www.tamus.edu/business/benefits-administration/vision-insurance/) , life and long-term disability insurance (https://www.tamus.edu/business/benefits-administration/life-add/) with Texas A&M contributing to employee health and basic life premiums.

• 12-15 days (https://employees.tamu.edu/employee-relations/leave/index.html) of annual paid holidays.

• Up to eight hours of paid sick leave (https://employees.tamu.edu/employee-relations/leave/paid/sick.html)  and at least  eight hours of paid vacation each (https://employees.tamu.edu/employee-relations/leave/paid/vacation.html) month.

• Automatically enrollment in the Teacher Retirement System of Texas.

• Health and Wellness: Free exercise programs and release time (https://flourish.tamu.edu/wellness-release-time/)

• Professional Development: All employees have access to free  LinkedIn Learning (https://linkedinlearning.tamu.edu/)  training, webinars, and limited financial support to attend conferences, workshops, and more.

• Employee Tuition Assistance (https://livingwell.tamu.edu/employee-tuition-assistance/) and Educational Release time (https://employees.tamu.edu/employee-relations/leave/paid/educational.html) for completing a degree while a Texas A&M employee.

  For additional information on benefits Click here (http://employees.tamu.edu/benefits/_media/documents/200benefitsWellness101.pdf)

  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.

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 74,000 and nearly 14,000 faculty and staff.The Spirit of Aggieland is unmistakable. We are a unique American institution, fostering a culture of friendliness, 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.

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

Useful Links:

• Benefit Programs (https://www.tamus.edu/business/benefits-administration)

• Retirement

• Employee Discount Program (https://employees.tamu.edu/benefits/healthy-behaviors/perks.html)

• Flexible Spending Accounts

• University Holidays (http://www.tamus.edu/business/human-resources/am-system-holidays/)

• Legal Statements

• New Employee Orientation (https://employees.tamu.edu/orgdev/courses.html#EmployeeOrientations)

• Prospective Employees

• Safety and Security Notices (https://orec.tamu.edu/clery/annual-security-report/)

• Training and Development

• USERRA (https://www.dol.gov/agencies/vets/programs/userra)

• Nondiscrimination Notice