Job Posting Title:

CPE Registrar

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Hiring Department:

Extended Education Ventures

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt

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Earliest Start Date:

Nov 14, 2024

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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

Extended Education Ventures (EEV) (https://extendedcampus.utexas.edu/) is a self-supporting unit within The University of Texas at Austin that enables the development, delivery, and promotion of continuing and professional education across the university.

At EEV we strive to create a talented and supportive workplace. To ensure alignment, we follow these fundamental core values: Service, Collaboration, Belonging, Excellence, Future-focused, and Integrity.

Must be eligible to work in the US on a full-time basis for any employer without sponsorship.

Purpose

Reporting directly to the Manager of Student Services, the CPE Registrar will perform registration services and customer support for Extended Education Ventures and other campus partners. This position will execute and prioritize needs of management, key staff within various departments on and off campus, Veteran Administration partners, and other education benefit vendors.

Responsibilities

Provide exceptional customer service to prospective and enrolled students in credit-bearing and non-credit programs, including students exploring the university’s online master’s degrees. Exhibit clarity and professionalism in all communication and services provided. Maintain a positive attitude. Provide accurate and appropriate information to students and other constituents via phone and email within designated periods. Support the management and administration of Road to Success Scholars Program.

Process registrations and provide registration support for enrollees in for-credit and non-credit courses and programs, including managing processes related to billing procedures in EEV’s registration system. Comply with university and unit policies and procedures for all programs supported by EEV. Maintain accurate information in customer management system Salesforce, registration systems, and other department databases. Respond to professional transcript requests and replacement certificates of completion request with corresponding Continuing Education Units (CEUs). Process enrollment verifications for students.

Support EEV Registrar with certifying registrations for students wishing to use Veterans Administration (VA) benefits on approved programs. Create student files and ensure compliance. Submit requests through the various military portals (Air Force, WAWF, MYCAA) and report completion information. Serve as a contact for VA audits and compliance audits.

Maintain a general understanding of all funding sources for appropriate guidance to applicable students. Coordinate with various education partners and funding agencies to ensure smooth processing of education benefits for student enrollments. Work with UT Accounting, Wire Transfer, and EMSS Scholarship departments to accurately track funds received by the University and properly apply payments to EEV accounts and student invoices. Coordinate with select education partners to confirm enrollment and financial figures as needed for accounts payable.

Serve as back-up for EEV Registrar and provide support for administrative functions related to University Extension, including grade posting and updating, communicating with students regarding appeals and TSI documentation, and testing review. Provide support with the development and maintenance of area process documents.

Required Qualifications

Bachelor’s degree and one year experience at the Administrative Assistant level; or high school graduation or GED and five years of clerical experience, including one year experience at the Admin Assistant level. Superior organizational, interpersonal, and analytical skills. Ability to take initiative and prioritize tasks. Excellent time-management and problem-solving skills. Ability to collaborate and work effectively with other staff. Demonstrated ability to perform as an effective team member. Superior writing skills. Excellent customer service skills. Ability to work with varied clientele. Awareness and respect for, and flexibility in dealing with, competing constituencies. Ability to handle multiple projects in a fast-paced environment with frequent interruptions. Proficiency with Microsoft Excel and Word. Aptitude to learn new software systems, with the ability to navigate between multiple registration systems. Experience performing complex administrative functions. Punctuality, regular attendance and professional demeanor. Must have reliable, personal transportation on a daily basis. Equivalent combination of relevant education and experience may be substituted as appropriate, however a minimum of one year applicable experience is required. Demonstrates core values as listed in the general notes section of posting.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

More than the listed years of experience. Bachelor’s degree in business administration. Experience with UT Austin registration and financial processes. Experience using Salesforce or other data management systems. Experience processing Veteran Affairs benefits.

Salary Range

$50,000+ depending on qualifications

Working Conditions

Work performed in standard office environment.

Repetitive use of keyboard at a workstation.

Required Materials

Resume/CV

3 work references with their contact information including email addresses; references submitted should be professional and not personal, and 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.

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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) [PDF]E-Verify Poster (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.