Administrative Coordinator II - Office of the Registrar (Curricular Services)

Job Title

Administrative Coordinator II - Office of the Registrar (Curricular Services)

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 Administrative Coordinator II position works under general supervision and coordinates administrative support for the university's course inventory. Serves as the administrative contact for course submissions using the Curricular Approval Request System (CARS) and provides support to users of the system. The position provides a thorough review and examination of course proposals submitted through CARS for approval and exercises discretion and independent judgment. This position monitors and responds to emails in the group email accounts.

What You Need to Know

Salary Range: $50,000

Special Instructions: A cover letter, resume, and contact information for three professional references (to include at least one previous supervisor) are strongly recommended. You may upload all three on the application under CV/Resume or upon answering the questionnaire you may attach the documents.  

Other Requirements and Factors:

• 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.

• Three years of experience in office administration.

Required Special Knowledge, Skills, and Abilities

• Knowledge of word processing, spreadsheet, database, and presentation applications.

• Knowledge of content management systems, student information systems, and standard software applications.

• Ability to work in a collaborative team environment.

• Proofreading, editing, and researching skills. Interpersonal, planning and organizational skills.

• Ability to understand, follow, and give verbal and written instructions.

• Attention to detail and accuracy.

• Ability to work independently and exercise discretion and judgment while performing job duties.

• Ability to comfortably interact with various staff at all levels.

• Standard office procedures/protocol.

• Ability to multi-task and work cooperatively with others.

Preferred Qualifications

• More than three years of experience in office administration.

• One year of professional experience in a higher education setting.

• Professional experience in the Registrar’s Office.

• 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.

• Thorough knowledge of content management systems (CourseLeaf, Confluence).

• Knowledge of UC4 reporting tool.

• Training presentation and delivery skills.

• Customer service skills.

• Ability to work in a high stress environment.

Responsibilities

Course Proposal Review

• Directs and provides a thorough analysis and examination of course proposals and their attached syllabi as submitted through the Curricular Approval Request System (CARS) for compliance and adherence to university policies, including minimum syllabus requirements and student rules.

• Directly communicates with and provides recommendations/feedback to advisors, faculty and administrators to resolve discrepancies or errors found in course submissions.

• Identifies potential issues and escalates high level issues to leadership.

• Exercises discretion and independent judgment in the review process.

• Identifies opportunities for improvement and develops procedures to streamline the course review process.

Course Inventory

• Assists with the maintenance, analysis and verification of accuracy of course inventory records in the student information system (Banner), Curricular Approval Request System (CARS) and catalogs.

• Utilizes the daily course data files to generate ad-hoc reports from the student information system and to verify accuracy of data in CARS.

• Generates courses not-taught report and works with departments/colleges to remove courses from course inventory.

Curricular Approval Request System

• Serves as a contact and resource for academic departments with inquiries regarding the curricular approval process for course submissions.

• Assists the team in support of the Curricular Approval Request System (CARS).

• Maintains working knowledge of the CourseLeaf software and stays current on software updates introduced by the vendor.

• Participates in thorough testing of vendor software updates.

• Coordinates and submits support tickets to the vendor regarding issues/concerns encountered with the system.

• Identifies opportunities for CARS enhancements in the course forms.

• Advises faculty and staff on proper use of the software and helps with troubleshooting issues.

• Assists with the campus-wide training sessions and meetings.

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 Administration

• 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.

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 experience.  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.