Job Title
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
What We Want
The Office of the Registrar is seeking a dedicated and detail-oriented Administrative Coordinator I to maintain the University’s course inventory within the student information system and to report this inventory to the Texas Higher Education Coordinating Board. This role requires someone who thrives in a fast-paced, structured work environment, maintains composure in high-stress situations, meets deadlines, and adapts well to changes. If the above description sounds interesting to you, we invite you to apply for this opportunity.
What You Need to Know
Salary Range: $45,000.00 - $49,500.00 (Based on selected hire’s qualifications)
Cover Letter & Resume: A cover letter and resume are strongly recommended
Schedule: Must be able to work occasional weekends and evenings, including participation in university commencement ceremonies
Qualifications
Required Education and Experience
- Bachelor’s degree or equivalent combination of education and experience
- Two years of experience in office administration
Preferred Qualifications
- One year of professional experience in higher education setting. Professional experience in the Registrar’s Office
- Proficient experience with Microsoft Word, Excel, Outlook and Adobe Acrobat Professional
- Experience with student information system (Banner). Familiarity with Texas A&M academic procedures, policies, and rules
- Knowledge and understanding of FERPA.
- Ability to comply with Texas A&M, System, State and Federal laws, regulations, rules and policies
- Knowledge of content management systems (CourseLeaf, Confluence) and reporting tool (UC4)
- Training presentation and delivery skills
- Customer service skills
- Ability to work in a high stress environment
- Ability to work independently once given a project
Knowledge, Skills, and Abilities
- Knowledge of word processing, spreadsheet, database, and presentation applications
- Proofreading, editing, and researching skills
- Interpersonal and communication skills
- Planning and organization skills
- Ability to understand, follow and give verbal and written instructions
- Attention to detail and accuracy
- Ability to comfortably interact with various staff at all levels
- Ability to follow standard office procedures/protocol
- Ability to multitask and work cooperatively with others
Responsibilities
Course Inventory
- Plans, coordinates, and executes the transfer of approved course data from the content management system to the student information system utilizing the CourseLeaf bridge software
- Coordinates the analysis, preparation and submission of the University's course inventory reports, including Galveston, to the Texas Higher Education Coordinating Board
- Develops a process to ensure courses are reported in a timely and accurate manner to coincide with other campus reporting needs such as core curriculum
- Researches and resolves discrepancies with course inventory
- Runs ad-hoc reports as requested
- Associated AACRAO Core Competencies & Professional Proficiencies: Problem Solving, Professional Integrity; Technological Knowledge; Records & Academic Services Proficiencies – Reporting & Research; Recordkeeping Compliance; Academic Policy
Course Tracking
- Coordinates the maintenance of courses approved for Core Curriculum, Intern, and Cultural Discourse (CD) in the student information system (Banner) and the catalog
- Liaises with the Core Curriculum Council (CCC) support staff to ensure relevant changes to courses are identified and reported to the Texas Higher Education Coordinating Board
- Coordinates the identification of courses meeting the Texas Common Course Numbering System (TCCNS) so that they are accurately reflected in the student information system (Banner) and catalog
- Liaises with the Core Curriculum Council (CCC) support staff to ensure relevant changes to courses are identified and reported to the Texas Higher Education Coordinating Board
- Coordinates the identification of courses meeting the Texas Common Course Numbering System (TCCNS) so that they are accurately reflected in the student information system (Banner) and catalog as required by the Texas Higher Education Coordinating Board rules
- Tracks and updates courses approved for non-traditional format
- Tracks specific changes to courses for various University stakeholders
- Associated AACRAO Core Competencies & Professional Proficiencies: Problem Solving, Professional Integrity; Technological Knowledge; Communication; Records & Academic Services Proficiencies
Curricular Approval Request System
- Develops reports for the various committee roles in workflow to assist with their agenda preparations
- Maintains internal report for course approvals to track course inventory reporting
- Maintains user provisioning in CARS and establishes a process to update users in various roles for workflow
- Maintains working knowledge of the CourseLeaf software and stays current on software updates introduced by the vendors
- Associated AACRAO Core Competencies & Professional Proficiencies: Professional Integrity; Technological Knowledge; Records & Academic Service
Course Proposal Review
- Assists with the thorough review of course proposals submitted through the Curricular Approval Request System (CARS) to ensure consistency and accuracy
- Interprets rules, policies, and regulations as they affect course inventory
- Associated AACRAO Core Competencies & Professional Proficiencies: Professional Integrity; Technological Knowledge; Records & Academic Services Proficiencies – Reporting & Research; Academic Policy
Catalog
- Assists with the production of the University catalogs ensuring accuracy of information
- Reviews and approves pages in the CAT editor role and assists with other catalog tasks/projects as directed by the Assistant Registrar
- Associated AACRAO Core Competencies & Professional Proficiencies: Professional Integrity; Technological Knowledge; Records & Academic Services Proficiencies – Academic Policy
General Office Administrative
- Answers the main telephone line for Curricular Services, routes calls and takes messages as appropriate
- Responds to inquiries regarding catalog and the curricular approval process
- Monitors group email accounts and responds to inquiries in a timely manner
- Ensures confidentiality of communications within the Office of the Registrar
- Documents standard operating procedures using Confluence.
- May assist in facilitating procedural training on the use of the curricular approval request system (CARS) to college and departmental staff
- Recommends improvements of office procedures
- Assists with proofreading communication
- Associated AACRAO Core Competencies & Professional Proficiencies: Professional Integrity; Problem Solving; Communication; Technological Knowledge; Records & Academic Services Pro
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.
Why Texas A&M University?
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.
- Medical, prescription drug, dental, vision, life and AD&D, flexible spending accounts, and long-term disability insurance with Texas A&M contributing to employee health and basic life premiums
- 12-15 days of annual paid holidays
- Up to eight hours of paid sick leave and at least eight hours of paid vacation each month
- Automatically enrollment in the Teacher Retirement System of Texas
- Health and Wellness: Free exercise programs and release time
- Professional Development: All employees have access to free LinkedIn Learning training, webinars, and limited financial support to attend conferences, workshops, and more
- Educational release time and tuition assistance for completing a degree while a Texas A&M employee
- Living Well, a program at Texas A&M that has been built by employees, for employees
Our Committment
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 which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.
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/Veterans/Disability Employer.
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