Administrative Associate – Office of the Registrar

Job Posting Title:

Administrative Associate – Office of the Registrar

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Hiring Department:

Office of the Registrar

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

To Be Determined at Offer

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Earliest Start Date:

Ongoing

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

Must be eligible to work in the United States on a full-time basis for any employer.

Purpose

Provides a wide variety of administrative support and customer support services to students, faculty, staff, parents, alumni, and the public for operations pertaining to the Office of the Registrar functions. The current office needs are in the registration and transcript areas. These teams are student-facing and support university departments and services. This position is looking for a self-motivator that can contribute as member of a team, while exhibiting quality interpersonal skills and problem-solving abilities, with the aptitude to learn and apply new technical skills.

Responsibilities

• Communicate information/data to students, parents, staff, faculty, and reporting entities. Research and retrieve data to respond to community requests.
• Conduct various activities in the Registrar’s office including yet not limited to registration support, transcript services, and student academic records related.
• Coordinate the exchange of information with campus community consistent with federal and State law and educational policy.
• Participate in and support team and campus-related projects. Actively participate in meetings, training, and presentations.
• Troubleshoot customer inquiries, issues, and complaints (includes follow up contact as needed). Process and fulfill requests for information regarding students, courses, and degrees.
• Verify accuracy of records. Enter and update electronic information. Store and access paper and electronic documents. ​

Required Qualifications

Bachelor’s degree and one year of administrative experience. Demonstrate competency in the use of the Microsoft Office suite and Adobe Acrobat. Demonstrate adaptability, experience working in a team setting, attention to detail, ability to engage, be motivated in the work environment, both strong written and oral communication, and strong interpersonal communication skills. Ability to display tact and professionalism, work cooperatively in the office environment, and provide excellent customer service. Require minimal supervision and use time efficiently. Respond to requests for service and assistance. Exhibit sound and accurate judgment. Demonstrate persistence and overcome obstacles. Ability to take initiative in working both independently and in cooperation with others. 

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor’s degree or more than three years of clerical or office experience. General and demonstrated knowledge of operations in a Registrar’s Office. Extensive experience in a position that demonstrated advanced competency in direct customer service, problem solving, or related job knowledge. Demonstrated organizational ability, adaptability negotiation skills, and work under pressure. Experience in identifying and resolving problems in a timely manner. Strive to continuously build knowledge and skills. Experience working in a university environment and assisting individuals.

Salary Range

$43,000

Working Conditions

• May work around standard office conditions
• Repetitive use of a keyboard at a workstation

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 the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. 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 UT Jobs. If you are a current University employee, 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 before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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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.

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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.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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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.

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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.

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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.

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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) [PDF]
• E-Verify Poster (Spanish) [PDF]
• Right To Work Poster (English) [PDF]
• Right To Work Poster (Spanish) [PDF]

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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.