Administrative Coordinator I

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: 

• Proofreading, editing, and researching skills

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
• 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 – Reporting

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 Services

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

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

General Office Administrative: 

• Answer main telephone line, route calls, and take messages; respond to catalog and curricular approval inquiries
• Monitor group email accounts, ensuring timely responses and confidentiality of communications
• Document standard operating procedures and assist with procedural training for the curricular approval request system (CARS)
• Recommend office procedure improvements and assist with proofreading communications

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
• Automatic 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 Commitment

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.