Job Posting Title:

Administrative Associate

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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

The mission of the Office of the Registrar at the University of Texas at Austin is to create, maintain, certify, and protect University records of courses, degrees, and students.  

The Office of the Registrar strives to:

recognize the importance of each person we serve,

hold the trust and confidence of students, faculty, and staff for our quality of work, collaborative solutions, and administrative foresight,

care for our employees by promoting a friendly and stimulating office environment with opportunities for professional development, and

earn national respect for excellence in academic services and our use of technology to benefit our campus and the higher education community.

The Office of the Registrar emphasizes:

accuracy, to maintain exceptional quality in our records and processes;

integrity, to demand responsibility, confidentiality, and honesty in our work;

customer service, to help people in a timely and caring way;

communication, to share expertise and listen to our clients and each other; and

teamwork, to foster a collaborative work environment and coordinate the intricacies of our collective mission.

The Office of the Registrar hires for the needs of the entire office.

Must be eligible to work in the US on a full-time basis for any employer without sponsorship.

Purpose

This position provides administrative and customer support services to students, faculty, staff, parents, alumni, external stakeholders, and the general public for operations pertaining to the Office of the Registrar while exercising initiative and sound judgment through a high volume and wide array of complex decisions.

This position seeks a self-motivator to contribute as a team member, exhibiting good interpersonal skills and problem-solving abilities, with the aptitude to learn and apply new skills. This position will be part of a team assigned to some of the following university core functions:  

Campus Support Activities

Catalog Production

Certification of Athletic Eligibility

Course Inventory Administration

Course Scheduling

Degree Audit

Digital Badging

Diploma Services

Document Management

Enrollment Certification

Final Exams

Research and Assessment

Registration

Room Scheduling

Student Academic Records

Training

Transcript Services

University Academic Calendar

Veteran Certification

Responsibilities

Communicate information/data to students, parents, staff, faculty, and reporting entities, including consulting with campus and external stakeholders. Research and retrieve data to respond to community requests.

Facilitate and document quality assurance testing to evaluate current processes for improvement and efficiency and to monitor compliance and risk mitigation.

Conduct various activities in the Registrar's office and perform other duties as assigned by direct supervisor or other Office of the Registrar leadership.

Coordinate the exchange of information with the 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). Provide training and data retrieval upon request from campus and external stakeholders.

Verify accuracy of records. Enter and update electronic information, including updating and maintaining systems. 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, positive attitude, attention to detail, ability to engage and 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 and team environment, and provide excellent customer service, in-person, via e-mail, and via a virtual environment. Require minimal supervision and use time efficiently. Respond to requests for service and assistance from campus partners, external constituents, and teammates. Exhibit sound and accurate judgment. Demonstrate persistence, problem-solving, 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 and more than three years of clerical or office experience. General and demonstrated knowledge of operations in a Registrar's Office or other applicable higher-education experience. 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 in a fast-paced environment with multiple processes and deadlines.  Experience in identifying issues, process improvement, and resolving problems in a timely manner. Strive to continuously build competencies, knowledge, and skills. Experience working in a university environment.

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

Three work references with their contact information including email addresses; references submitted should be professional and not personal, and 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.