Senior Administrative Associate

Job Posting Title:

Senior Administrative Associate

----

Hiring Department:

Office of the Registrar

----

Position Open To:

All Applicants

----

Weekly Scheduled Hours:

40

----

FLSA Status:

To Be Determined at Offer

----

Earliest Start Date:

Ongoing

----

Position Duration:

Expected to Continue

----

Location:

UT MAIN CAMPUS

----

Job Details:

General Notes

The mission of the Office of the Registrar at the University of Texas at Austin is to support the academic mission of the University by empowering every student to succeed and equip faculty and staff with tools to excel. We achieve this by safeguarding and maintaining academic records, collaborating to provide services that benefit our students and the campus community; delivering excellent service, and leading campus efforts to support, contribute to, and enhance the academic and student experience.

The Office of the Registrar Vision:

The Office of the Registrar will be a trusted leader in the student and academic community by delivering responsive, excellent service, and proactive, innovative solutions. We are committed to fostering a supportive environment that promotes professional growth and development for our team, while providing tools that enhance teaching, learning, service, and research for the University.

The Office of the Registrar emphasizes:

• Service Excellence: We commit to providing attentive and responsive exceptional service.
• Accuracy: We ensure precise, reliable, and protected academic records.
• Integrity: Our actions are honest, ethical, and responsible.
• Student Success: We support the academic mission and prioritize the needs and successes of students.
• Continuous Improvement: We continuously assess and enhance our services, seeking new and better ways to serve our students and the university community.
• Collaboration: We communicate effectively, share our expertise to achieve common goals, and serve as problem solvers for our campus partners.
• Teamwork: We foster a caring and motivated staff, cultivate a collaborative work environment, and promote leadership at all levels of the organization.

The Senior Administrative Associate works independently on complex administrative processes, manages sensitive student and institutional data, and supports office-wide priorities. While the initial assignment may be within a specific Office of the Registrar core or functional area, the position is designed to support the needs of the Office of the Registrar broadly and may shift Administrative and Strategic tasks as operational demands require during peak periods or staffing transitions.  Must be eligible to work in the United States on a full-time basis for any employer.

Senior Administrative Associates are expected to develop broad knowledge of registrar operations and demonstrate flexibility to support different functional areas as needed during peak periods or staffing transitions. The Senior Administrative Associate role provides functional and process leadership without formal supervisory responsibility.

Purpose

This position provides advanced administrative and operational support within the Office of the Registrar, contributing to the accurate, timely, and policy‑compliant delivery of academic records and services. This role supports Office of the Registrar core registrar functions and serves as a key point of contact for students, faculty, staff, and campus partners, applying university and registrar policies with sound judgment and a high level of customer service.

Responsibilities

• Provide advanced administrative support for Office of the Registrar core operations, which may include academic records, registration, residency, transcripts, Veteran benefit certification, degree audit, course scheduling, room scheduling, final exam scheduling, athletic eligibility certification, catalog publication, course inventory administration, digital badging, enrollment reporting, or related Registrar core functions.
• Conduct various activities in the Office of the Registrar, including but not limited to assisting students, faculty, and staff in person, by phone or via email regarding academic records, University policies, and administrative processes. Provide general consultative support to the colleges and schools, academic departments, campus partners, and University stakeholders.
• Support CSUs and process requests related to academic records, transcripts, course information, and other Registrar-managed data. Enter, update, and verify the accuracy of records in University systems. Maintain and organize documents, write and edit office correspondence, assist with the testing of controls and risk mitigation, and compile information for reporting purposes.
• Leads assigned work processes by coordinating tasks, maintaining documentation, updating process maps, and supporting training, working in close collaboration with the supervisor and team members.  Identify process improvements and contribute to continuous improvement initiatives within the office.
• Research and retrieve data to respond to inquiries and requests from the University community or external entities. Analyze, interpret, and present data or process updates.
• Collaborate with colleagues across the Office of the Registrar and with campus partners to support office‑wide goals, University initiatives, and service standards for students. Support students, CSUs and academic units by responding to inquiries, issues and complaints, and providing timely and accurate resolutions.
• Coordinate the exchange of information with academic and administrative offices consistent with institutional policy, state law, and federal regulations. Communicate information and data to students, faculty, staff, and reporting entities.
• Represent the office as a departmental liaison. Participate in and support office and cross-campus project teams. May provide guidance, training, or functional direction to University administrative staff, faculty, or student employees.
• Other duties as assigned

Required Qualifications

Bachelor’s degree and three years of administrative experience, or a high school diploma/GED and seven years of administrative experience. Demonstrated adaptability and experience working collaboratively in a team environment, with a high level of attention to detail and engagement in the work environment. Strong written, oral, and interpersonal communication skills, with the ability to display tact, professionalism, and provide excellent customer service in complex or sensitive situations. Ability to work independently with minimal supervision, manage competing priorities efficiently, and respond effectively to service needs. Demonstrated ability to exercise sound and accurate judgment in complex or ambiguous situations, persist in overcoming obstacles, and take initiative in supporting and improving work processes while working independently and in collaboration with others that contribute to office-wide operations. Demonstrated competency in Microsoft Office Suite and Adobe Acrobat.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Preferred qualifications include substantial experience working with student academic records in a university setting and extensive experience providing high‑level customer service, including resolving complex or escalated inquiries. Candidates should demonstrate the ability to independently analyze issues, interpret policy, and develop practical, effective solutions, along with strong organizational and prioritization skills to manage competing priorities and complex workflows. Experience interpreting, explaining, and consistently applying complex policies and procedures across multiple contexts is preferred. Successful candidates are able to work effectively under pressure while maintaining accuracy, professionalism, and sound judgment, and have experience supporting individuals from a wide range of backgrounds in a university environment. A demonstrated commitment to continuous learning, process improvement, and knowledge sharing is expected, along with experience leading or coordinating work processes (without supervisory authority), such as maintaining documentation, supporting training efforts, testing controls, and contributing to operational improvements.

Salary

$50,010.00

Working Conditions

• May work around standard office conditions

• Repetitive use of a keyboard at a workstation

Required Materials

• Resume/CV

• 3 work references with their contact information; 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.

----

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.

----

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.

----

Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

----

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.

----

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.

----

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.

----

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 and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

----

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.