Associate Program Manager for Academic Record Services @ Utaustin

Job Posting Title: Associate Program Manager for Academic Record Services---- Hiring Department: Department of Medical Education---- Position Open To: All Applicants---- Weekly Scheduled Hours: 40---- FLSA Status: Exempt from FLSA---- Earliest Start Date: Jul 20, 2026---- Position Duration: Expected to Continue---- Location: UT MAIN CAMPUS---- Job Details: General Notes: The Associate Program Manager for Academic Records Services helps to maintain the integrity, security, and compliance of academic records across the medical school’s educational and training programs. This role helps to ensure accurate maintenance of student records, including enrollment, transcripts, certifications, grade submissions and changes, and licensure documentation. Reporting to the Manager of Student Affairs or the Associate Dean of Student Affairs, this role collaborates closely with Medical Education staff in curriculum, assessment, student affairs, compliance, IT, and the university registrar’s office. This role also supports accreditation and regulatory audits.

JOB SUMMARY The Associate Program Manager supports the planning, coordination, and monitoring of programs within a designated department that advance the medical school’s mission and operational objectives. This role assists with program activities, tracks progress, and ensures alignment with departmental and organizational priorities. The Associate Program Manager works under the guidance of a Program Manager or Director and collaborates with project teams, administrative staff, and other stakeholders within the department to deliver high-quality outcomes.

Responsibilities: Supports Program Planning and Coordination

• Supports the planning, execution, and evaluation of Academic Record Compliance, including adherence to FERPA, HIPAA and LCME accreditation standards.

• Helps coordinate transcript processing, enrollment verification, and licensure documentation.

• Assists with auditing records for accuracy and completeness.

• Assists with record retention and destruction and the policies overseeing those functions.

• Works collaboratively with records staff on course registration and scheduling, including catalog development, schedule management, registration adjustments, and coordination for visiting and off-site learners.

• Supports the grade submission process, as well as enrollment and grade changes to central registrar.

• Collaboratively tracks deadlines and milestones and ensures timely completion.

• Supports the processing and recording of all forms regarding student enrollment, Leaves of Absence, changes in class status, and post-graduation documentation needed for graduates to obtain licenses.

• Supports records systems and technology including ensuring data security and backup protocols; troubleshooting system issues with Dell Med HIVE Tech; implementing upgrades and new features; and helping training users on system functionality.

• Assists with the oversight of the Student Information System, including driving innovation, process improvements, and efficiencies.

• Supports the planning, coordination, and evaluation of Academic Records programs and processes, ensuring compliance with FERPA, HIPAA, LCME accreditation requirements, and institutional policies.

• Coordinates transcript processing, enrollment verification, licensure documentation, and related records activities to support student and graduate progression.

• Assists with audits and quality reviews of academic records to ensure accuracy, completeness, and regulatory compliance.

• Supports records retention and destruction programs and monitors adherence to applicable policies and procedures.

• Collaborates with records and curriculum stakeholders on course registration, scheduling activities, catalog updates, and coordination for visiting and off-site learners.

• Coordinates enrollment and grade change processes, including submission and reporting activities with the central registrar.

• Tracks key deadlines, milestones, and deliverables related to academic records operations and compliance requirements.

• Supports the processing and documentation of student enrollment actions, leaves of absence, class status changes, and graduate licensure-related records.

• Assists with administration of records management systems, including user support, issue resolution, system enhancements, data integrity, security, and training activities.

• Contributes to continuous improvement initiatives for the Student Information System and academic records processes by identifying opportunities for increased efficiency, automation, and service excellence.

Facilitates Communication and Reporting

• Works closely with Medical Education staff in curriculum, assessment, student affairs, compliance, and IT to align program goals.

• Collaboratively works with the University of Texas Office of the Registrar to ensure accurate and timely integration of academic records with institutional and external registrar systems.

• Supports onboarding and credentialing processes.

• Provides academic record support for other standing committees, including the Medical School Academic Standing Committee.

• Facilitates data sharing for workforce analytics.

• Provides data for institutional research and external official bodies.

• Resolves interdepartmental record discrepancies.

• Responds to inquiries and requests in a timely, professional, and equitable manner.

• Works with the Student Financial Services Program Administrator in assisting with scholarship allocation.

• Collaborates with Medical Education stakeholders, including curriculum, assessment, student affairs, compliance, and information technology teams, to support program objectives and operational priorities.

• Coordinates with the University of Texas Office of the Registrar to support accurate and timely integration of academic records across institutional and external systems.

• Supports onboarding, credentialing, and related documentation processes for students and program participants.

• Provides academic records support and coordination for standing committees, including the Medical School Academic Standing Committee.

• Facilitates data collection, reporting, and sharing activities to support workforce analytics, operational planning, and decision-making.

• Prepares and provides data, reports, and documentation for institutional research initiatives, accreditation activities, and external reporting requirements.

• Investigates and assists in resolving record discrepancies through collaboration with internal and external stakeholders, escalating issues as appropriate.

• Responds to inquiries and requests regarding academic records, policies, and processes in a timely, professional, and customer-focused manner.

• Collaborates with Student Financial Services to support scholarship administration, documentation, and related student records processes.

Monitors Budget and Resource Use

• Assists with budget tracking and expense monitoring in collaboration with the Associate Dean of Student Affairs.

• Prepares basic financial summaries for review by the Student Affairs Manager.

• Coordinates resource requests and tracks utilization.

Ensures Compliance and Risk Awareness

• Supports Institutional Accessibility and Service Standards by ensuring all academic records are accessible to all authorized users in accordance with applicable laws.

• Collaborate with IT and legal teams to ensure system usability and legal compliance.

• Maintains compliance documentation and audit readiness for programs within the department.

• Tracks risks and issues, escalating concerns as appropriate.

• Supports implementation of corrective actions.

Contributes to Process Improvement and Strategy

• Identifies opportunities for efficiency in program workflows.

• Assists with benchmarking and research for best practices.

• Participates in change management activities as directed.

MARGINAL OR PERIODIC FUNCTIONS:

• Provides administrative support for committees or task forces within the designated department.

• Assists with grant proposals or funding requests.

• Participates in post-program evaluations and lessons-learned sessions.

• Adheres to internal controls and reporting structure.

• Performs related duties as required.

Other duties as assigned

KNOWLEDGE/SKILLS/ABILITIES Organizing

• Can marshal resources to get things done; uses resources effectively and efficiently; arranges information and files in a useful manner; maintains focus on priorities.

• Creates and maintains clear program documentation and timelines.

• Prioritizes tasks to meet deadlines within the designated department.

• Coordinates logistics and resources for meetings and program activities.

Planning

• Accurately scopes out tasks and projects; sets objectives and goals; develops schedules and assignments; anticipates and adjusts for problems and roadblocks.

• Assists in developing program plans and milestones.

• Tracks progress and adjusts schedules as needed.

• Identifies potential risks and escalates concerns promptly.

Problem Solving

• Uses rigorous logic and methods to solve difficult problems; looks beyond the obvious; probes all fruitful sources for answers; sees hidden problems.

• Supports risk identification and corrective actions.

• Researches best practices for process improvements.

• Suggests solutions for workflow inefficiencies.

Interpersonal Savvy

• Relates well to all kinds of people; builds appropriate rapport; uses diplomacy and tact; can diffuse high-tension situations comfortably.

• Builds collaborative relationships within the designated department.

• Communicates clearly and professionally with stakeholders.

• Handles conflicts or misunderstandings diplomatically.

Priority Setting

• Spends time on what’s important; quickly zeros in on the critical few and puts the trivial many aside; can sense what will help or hinder goal accomplishment.

• Focuses on high-impact program activities first.

• Balances multiple tasks without losing sight of deadlines.

• Adjusts priorities based on departmental needs.

Written Communications

• Writes clearly and succinctly in a variety of communication settings and styles; can get messages across that have the desired effect.

• Prepares accurate reports and presentations for stakeholders.

• Drafts clear meeting notes and program updates.

• Communicates compliance and risk information effectively.

Time Management

• Uses time effectively and efficiently; values time; concentrates efforts on the more important priorities; gets more done in less time.

• Meets deadlines for program deliverables.

• Organizes work to avoid last-minute rushes.

• Allocates time for both routine and urgent tasks.

EDUCATION & EXPERIENCE MINIMUM QUALIFICATIONS: Requires a Bachelor's Degree in Education, Business Administration, Healthcare Administration, Public Health, or related field with at least 2 year(s) of experience in program coordination, project support, or administrative roles in a complex organization or higher education setting.

PREFERRED QUALIFICATIONS:

• Master's Degree in Education Administration, Public Administration, or Health Information Management with at least 7 year(s) of experience in academic records or registrar services. Experience in healthcare or academic settings.

• Experience with student information systems.

LICENSES, REGISTRATIONS OR CERTIFICATIONS REQUIRED:

• None

PREFERRED:

• None

Salary Range $68,000+ depending on qualifications

WORKING ENVIRONMENT/EQUIPMENT

• 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. This position has the option to elect the Optional Retirement Program (ORP) instead of TRS, subject to the position being 40 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.