Senior Academic Records Program Coordinator

Job Posting Title:

Senior Academic Records Program Coordinator

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Hiring Department:

Texas Global

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

The University of Texas at Austin (UT Austin) is one of the largest public universities in the United States and is the flagship of The University of Texas System. UT Austin enrolls more than 52,000 students studying in almost 120 bachelor's degree programs and more than 220 graduate programs across 18 colleges and schools. UT Austin is steadfastly committed to global engagement and is home to more than 5,600 international students and 1,500 international scholars from more than 130 countries, with more than 530,000 living alumni in 176 counties around the world.

Texas Global advances UT Austin's academic mission by leading, supporting, and coordinating the university's international engagement efforts, fostering strategic partnerships on campus and abroad, welcoming a cadre of impressive international students and scholars to campus, and creating opportunities for students and faculty to engage with peers and institutions around the world. Texas Global is comprised of nine units, home to over 140 staff members, and continued growth of the organization is expected.

Purpose

The Senior Academic Records Program Coordinator provides advanced oversight of academic records and credit processing for education abroad programs. This position ensures accuracy, compliance, and consistency across complex credit evaluation and transfer processes involving multiple academic units. The role involves exercising independent judgment, interpreting institutional policy, managing escalated cases, and providing leadership, training, and supervision within the academic records function.

Responsibilities

Program Oversight & Strategic Coordination

Provides advanced-level oversight of campus-wide processes supporting education abroad course equivalencies and transfer credit. Interprets and applies institutional policies, assesses risk, and recommends process improvements to ensure accuracy, compliance, and efficiency. Coordinates with associate deans, directors, faculty leadership, and program coordinators across colleges. Leads curriculum integration and policy-aligned initiatives in collaboration with Education Abroad leadership and campus partners.

Advanced Credit Processing & Analysis

Oversees and performs complex preparation, review, and validation of education abroad credit documentation in compliance with Education Abroad, Office of the Registrar, Undergraduate Admissions, and Graduate Admissions policies and procedures. Conducts detailed audits of academic records, registration, and enrollment verification. Analyzes and resolves highly complex, non-standard, and escalated credit transfer cases with minimal supervision. Serves as the primary escalation point for academic records issues involving students, departments, and international partners.

Faculty, Staff & Campus Leadership Support

Provides expert-level training, consultation, and support to faculty, academic advisors, and Education Abroad staff regarding education abroad credit, course equivalencies, and grade conversions. Designs and delivers annual and ad hoc training for faculty course evaluators and professional staff. Serves as a recognized subject-matter expert and campus resource on academic records and credit policy. Prepares analytical reports and recommendations to support leadership decision-making and continuous improvement.

Academic Records Systems & Data Management

Manages and ensures the integrity of the My Credit Abroad database, maintaining and auditing more than 10,000 course equivalencies. Analyzes data trends, identifies gaps or inconsistencies, and makes strategic recommendations for system enhancements, automation, and data governance. Partners with technical and functional stakeholders to improve system functionality, reporting capabilities, and long-term sustainability of academic records systems.

Supervision & Team Leadership

Provides direct supervision of the administrative associate for academic records and student employees. Leads recruitment, hiring, onboarding, training, and ongoing professional development. Delegates work strategically, establishes priorities, monitors performance for accuracy and timeliness, and conducts performance evaluations. Fosters a culture of accountability, continuous improvement, and high professional standards within the academic records team.

Required Qualifications

Bachelor's degree and five (5) or more years of progressively responsible experience in academic records, credit evaluation, or higher education administration; or a Master's degree and three (3) or more years of relevant experience.

Advanced knowledge of academic records management, credit transfer, and policy interpretation. Strong analytical and problem-solving skills. Ability to exercise independent judgment in complex or ambiguous situations. Demonstrated supervisory or team leadership experience. Excellent written, verbal, and interpersonal communication skills. High level of professionalism, discretion, and attention to detail. Ability to manage multiple complex projects and competing priorities. Proficiency in Microsoft Word and Excel, including data-supported reporting. Equivalent combinations of education and experience may be considered.

Preferred Qualifications

Significant experience with credit transfer, course evaluation, and academic records systems in higher education. Familiarity with University of Texas policies and procedures. Advanced technical and analytical skills, including process automation and reporting tools. Experience developing operational or statistical reports for leadership. Prior supervision of full-time staff. Background in international education or education abroad administration.

Salary Range

$57,000

Working Conditions

Work in a shared office environment. Work around standard office conditions. This position is located in Austin, Texas.

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 thatALLRequired 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 questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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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.

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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.

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Background Checks:

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

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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.

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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.

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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.

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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]

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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.