Senior Academic Records Program Coordinator Full-time NEW

Senior Academic Records Program Coordinator

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 include:

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 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.