Administrative Associate - Office of the Registrar

Job description

Job Posting Title: Administrative Associate - Office of the Registrar ---- Hiring Department: Office of the Registrar ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: To Be Determined at Offer ---- Earliest Start Date: Ongoing ---- Position Duration: Expected to Continue ---- Location: UT MAIN CAMPUS ---- Job Details: General Notes The mission of the Office of the Registrar at the University of Texas at Austin is to support the academic mission of the University by empowering every student to succeed and equip faculty and staff with tools to excel. We achieve this by safeguarding and maintaining academic records, collaborating to provide services that benefit our students and the campus community; delivering excellent service, and leading campus efforts to support, contribute to, and enhance the academic and student experience. Purpose The Administrative Associate in the Office of the Registrar provides administrative and customer support services for the Registrar’s Office, supporting the accurate and timely delivery of academic records and services. This position serves as a point of contact for students, faculty, staff, parents, alumni, and external stakeholders, assisting with inquiries and transactions related to registrar operations while applying established policies and procedures. The Administrative Associate supports core Registrar functions and contributes to the overall efficiency and service mission of the office. While initially assigned to a specific functional area, the role is designed to flex across multiple operational areas as needed, within the Office of the Registrar. Administrative Associates in the Office of the Registrar develop working knowledge of Registrar operations and support assigned functional areas, with the flexibility to assist other core functions as needed during peak periods or staffing transitions. Responsibilities Provide administrative and customer support for Office of the Registrar core operations, which may include academic records, registration, residency, transcripts, Veterans benefit certification, course scheduling, room scheduling, final exam scheduling, degree audit, athletic eligibility certification, catalog publication, course inventory administration, digital badging, enrollment reporting, or related Registrar core functions. Respond to routine inquiries from students, parents, faculty, staff, and the public, researching issues and escalating more complex matters as appropriate. Troubleshoot customer inquiries, issues, and complaints (including follow-up contact as needed). Process academic and administrative transactions accurately and in accordance with University and registrar policies, procedures, and deadlines. Enter, review, and maintain student and academic data in university systems, ensuring accuracy, confidentiality, and data integrity. Support assigned work processes by maintaining documentation, assisting with updates to process materials, and participating in training efforts. Assist with document management, record maintenance, and preparation of correspondence and reports. Support office workflows by tracking requests, meeting deadlines, and managing multiple tasks in a fast‑paced environment. Collaborate with colleagues across the Office of the Registrar and campus partners to support service delivery and operational needs. Participate in and support team and campus-related projects. Actively participate in meetings, trainings, and presentations. Follow established procedures and contribute to a team‑oriented, service‑focused work environment. Coordinate the exchange of information with campus community consistent with federal and State law and educational policy. Other duties as assigned. Required Qualifications Bachelor’s degree and one year of administrative experience, or a high school diploma/GED and five years of administrative experience. Demonstrated adaptability and experience working in a team setting, with strong attention to detail and motivation in the work environment. Effective written, oral, and interpersonal communication skills, with the ability to display tact, professionalism, and provide excellent customer service while working cooperatively in an office environment. Ability to work with general supervision, manage time effectively, and respond to requests for service and assistance in a timely manner. Demonstrated ability to exercise sound judgment within established guidelines, show persistence in resolving routine issues, and take initiative within assigned responsibilities while working both independently and in cooperation with others. Demonstrated competency in Microsoft Office Suite and Adobe Acrobat. Relevant education and experience may be substituted as appropriate. Preferred Qualifications Preferred qualifications include experience working with student academic records in a university setting and providing direct customer service in a fast‑paced environment. Candidates should demonstrate the ability to identify issues, apply established guidance, and escalate complex matters appropriately, along with strong organizational skills and the ability to manage multiple tasks and deadlines. Experience learning, understanding, and applying policies, procedures, and guidelines is preferred, as is the ability to work effectively under pressure and adapt to changing priorities. Experience working in a university environment and assisting individuals from a variety of backgrounds is desirable. Successful candidates show interest in professional growth, a commitment to building knowledge and skills over time, and may have experience assisting with training, onboarding, or supporting the work of student employees or colleagues. Salary Range $46,010 Working Conditions May work around standard office conditions. Repetitive use of a keyboard at a workstation. Occasional weekend, overtime, and evening work to meet deadlines. Monday – Friday, 8:00 AM – 5:00 PM on-site work is the standard expectation for this position. Required Materials Resume/CV 3 work references with their contact information; at least one reference should be from a supervisor Letter of interest Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume in the first step of the online job application process. Then, any additional Required Materials will be uploaded in the My Experience section; you can multi-select the additional files or click the Upload button for each file. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes. Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find Jobs. Before you apply though, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile. This information will be pulled in to your application. The application is one page and you will need to click the Upload button multiple times in order to attach your Resume, References and any additional Required Materials noted above. ---- Employment Eligibility: Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval. ---- Retirement Plan Eligibility: The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length. ---- Background Checks: A criminal history background check will be required for finalist(s) under consideration for this position. ---- Equal Opportunity Employer: The University of Texas at Austin, as an equal opportunity/affirmative action employer , complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions. ---- Pay Transparency: The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. ---- Employment Eligibility Verification: If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university. ---- E-Verify: The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following: E-Verify Poster (English and Spanish) [PDF] Right to Work Poster (English) [PDF] Right to Work Poster (Spanish) [PDF] ---- Compliance: Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031 . The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.