Administrative Associate V

Texas A&M University System; College Station (TX); On-site; USD 26,000 - 28,000; Full time

Benefits offered by this job

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Job summary

Texas A&M University in College Station seeks an Administrative Associate V to support the Records Administration and Archives team. Your role includes interpreting policies under FERPA, handling academic records, and producing copies on demand.

The ideal candidate is detail-oriented, fast-paced, and customer-centered, with strong time management and communication skills, able to work independently and with campus partners.

Qualifications

• High school graduation or equivalent; 5 years of general office or clerical experience.
• Knowledge of FERPA and student records retention guidelines.
• Experience with student information systems and document management software.
• Ability to learn and utilize enterprise systems such as Emburse, DPSS, Perceptive Content, ImageNow, Adobe Sign, Laserfiche, and Canopy.
• Experience handling high-volume records, requests, and tasks.

Responsibilities

• Provide timely and accurate responses to requests from campuses, agencies, students, parents, and the public while maintaining FERPA privacy.
• Direct callers to appropriate departments and manage email inboxes for Records Admin & Archives.
• Coordinate with departments on academic calendar dates related to records and registration deadlines.
• Escalate issues to supervisor when beyond area of expertise and collaborate with support staff to fulfill record requests.
• Make copies of student academic records and transcripts as needed.

Skills

Detail-oriented

Fast-paced

Customer-centered

Time management

Adaptability

Organizational skills

Communication skills

Attention to details

Education

High school graduation or equivalent; 5 years general office/clerical experience

Tools

Compass

Howdy

DPSS

Perceptive Content

ImageNow

Adobe Sign

Laserfiche

Canopy

LaTeX

Microsoft Office Suite

Job description

Job Title

Administrative Associate V

Agency

Texas A&M University

Department

Office Of Registrar

Proposed Minimum Salary

$18.75 hourly

Job Location

College Station, Texas

Job Type

Staff

Job Description

What We Want

A detail-oriented, fast-paced, customer-centered individual to join the Records Administration and Archives team to accurately interpret and apply state, Federal, and University policies pertaining to academic records administration as well as produce quality copies of academic records on demand. The ideal candidate will have a basic knowledge of FERPA, state and federal student records retention guidelines, and student records maintenance. They will possess a familiarity with a student information system, document management software, and microfilm/microfiche scanners. The ideal candidate will also be able to work independently and collaboratively with accuracy, speed, and contribute to successful project completions. Time management, adaptability, meticulous organizational skills, attention to details, and effective communication skills are all crucial for success in this position. The Office of the Registrar is a team-oriented environment and the selected candidate will be able to thrive in this type of environment while successfully managing individually assigned projects.

What You Need To Know

Salary: $18.75- $20.63/hourly (based on selected hire's qualifications)
Cover Letter & Resume: A cover letter and resume are strongly recommended.

Other Requirements and Factors

• Works well in an open concept space with noise and phones from other areas.
• Must be able to arrive at work on time and regularly.
• Must be punctual, dependable, and able to work independently.
• Must be able to work occasional weekends and evenings, including participation in university commencement ceremonies

Qualifications

Required Education and Experience

• High school graduation or any equivalent combination of education and experience. Five years of experience in general office or clerical work.

Preferred Qualifications

• Texas A&M University experience with working knowledge of Compass, Howdy, and DPSS. Customer service experience.
• Experience working with graduate students in an advising capacity or related role.
• Experience using Microsoft Office Suite (PowerPoint, Word, Excel, etc.
• Experience using LaTeX to create, edit, and format technical or academic documents.
• Higher education experience.
• Experience processing high-volume records, requests, and tasks.

Knowledge, Skills, and Abilities

• Ability to effectively communicate both orally and in writing. Strong interpersonal and organizational skills.
• Ability to multi-task and work cooperatively with others. Ability to effectively communicate both orally and in writing. Strong interpersonal and organizational skills. Ability to manage multiple priorities and meet deadlines in a fast-paced environment. Ability to work independently and collaboratively with diverse teams. Skilled in using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Knowledge of university administrative procedures, policies, and compliance standards (e.g., FERPA). Ability to maintain confidentiality and handle sensitive information with discretion. Skilled in coordinating meetings, events, and travel logistics.
• Ability to learn and utilize enterprise systems such as Emburse, DPSS, Perceptive Content, ImageNow, Adobe Sign, Laserfiche, and Canopy. Strong attention to detail and accuracy in data entry, documentation, and reporting.

Essential Duties/Tasks

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 the appropriate college or service department. E-mail responsibilities include responding to requests received in the Records Admin & Archives shared inbox as well as a 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 the 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) Banner and/or the Perce