Senior Administrative Associate

University of Texas at Austin

13d•Onsite

About The Position

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.

Requirements

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.

Nice To Haves

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.

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