The University of Texas Rio Grande Valley
RECORDS ASSOCIATE
🇺🇸 Edinburg, TX
🕑 Full-Time
💰 TBD
💻 Other
🗓️ September 17th, 2025
Edtech.com's Summary
The University of Texas Rio Grande Valley is hiring a Records Associate. This role involves reviewing and verifying student records, processing record requests such as transcripts and enrollment verifications, providing assistance to students and visitors, and resolving both routine and complex issues related to student records.
Highlights
- Review, audit, and maintain student records in the student information system.
- Process student transcript requests, enrollment and degree verifications, and other record changes.
- Provide in-person support and respond to telephone and email inquiries, addressing complex or unusual matters.
- Assist with residency reclassification, out-of-state tuition waivers, changes of major, academic scheduling, registration, and faculty support.
- Support commencement ceremonies and prepare weekly reports and correspondence.
- Require use of standard office equipment and adherence to confidentiality standards concerning student records.
- Minimum education: High school diploma or equivalent; preferred: Associate’s degree or 60 college hours.
- Minimum experience: Four years clerical or related experience, or two years clerical experience with Associate’s degree or equivalent coursework.
- Supervision received from Assistant University Registrar with possible supervision of assigned support staff.
- Employment type: Full-time, non-exempt; salary commensurate with experience.
RECORDS ASSOCIATE Full Description
Office Location
The University of Texas Rio Grande Valley
1201 W. University Drive
Human Resources
MASS Building 2nd Floor
Edinburg, TX 78539
The University of Texas Rio Grande Valley
1201 W. University Drive
Human Resources
MASS Building 2nd Floor
Edinburg, TX 78539
Edinburg: (956)665-2451
Brownsville: (956) 882-8205
Office hours:
Monday-Friday
8:00a.m. - 5:00p.m.
Staff Recruitment: careers@utrgv.edu
School of Medicine Recruitment: SOMCareers@utrgv.edu
Graduate Assistantships: assistantships@utrgv.edu
Faculty Recruitment:
College of Engineering & Computer Science: cecs@utrgv.edu
College of Engineering & Computer Science: cecs@utrgv.edu
Robert C. Vackar College of Business & Entrepreneurship: cobe@utrgv.edu
College of Sciences Office of the Dean: cos@utrgv.edu
College of Education and P-16 Integration: cep@utrgv.edu
College of Fine Arts: cofa@utrgv.edu
College of Liberal Arts: liberalarts@utrgv.edu
Website: https://careers.utrgv.edu
RECORDS ASSOCIATE
Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening. To apply for the position, please click the Apply for this Job link/button.
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Please see Special Instructions for more details.
Dear Applicant,
Human Resources will not be held responsible for redacting any confidential information from the documents you attach with your application. The confidential information includes the following:
*Date of Birth
*Gender
*Ethnicity/Race
Please make sure that you omit this information prior to submission. We are advising that Human Resources will be forwarding your application to the department as per your submission. The University of Texas Rio Grande Valley reserves the right to discontinue accepting applications prior to the stated close date of this position, after meeting the posting requirement of three (3) calendar days.
If you have any questions, please visit our Careers site at https://careers.utrgv.edu for detailed contact information.
Human Resources will not be held responsible for redacting any confidential information from the documents you attach with your application. The confidential information includes the following:
*Date of Birth
*Gender
*Ethnicity/Race
Please make sure that you omit this information prior to submission. We are advising that Human Resources will be forwarding your application to the department as per your submission. The University of Texas Rio Grande Valley reserves the right to discontinue accepting applications prior to the stated close date of this position, after meeting the posting requirement of three (3) calendar days.
If you have any questions, please visit our Careers site at https://careers.utrgv.edu for detailed contact information.
Posting Details
Position Information
Posting Number | SRGV8485
Working Title | RECORDS ASSOCIATE
Number of Vacancies | 1
Location | Edinburg, Texas
Department | Registrar
FTE | 1.0
FLSA | Non-Exempt
Scope of Job | Reviews student records and processes student record requests. Verifies and maintains student records, provides information to students and visitors, and resolves routine and non-routine customer problems.
Description of Duties
• Reviews student records to ensure accuracy of data.
• Identifies discrepancies and determines appropriate course of action for complex issues.
• Audits, updates, and maintains records in student information system
• Processes requests for student transcripts, enrollment and degree verifications, address changes and other student records requests.
• Provides enrollment and student record assistance in person to current, former, and prospective students. Researches academic records for current and former students.
• Answers telephone and emails, typically as second-tier support, resolving complex or unusual matters for current and prospective students and third parties.
• Prepares weekly reports and correspondence.
• Processes requests for residency reclassification, out-of-state tuition waivers, changes of major
• Reconciles data discrepancies for reporting requirements
• Assists with academic scheduling, registration, and supports faculty needs for assistance with the student information system
• Assists with commencement ceremonies
• Performs other duties as assigned.
Supervision Received | General supervision from the Assistant University Registrar.
Supervision Given | May supervise assigned support staff.
Required Education | High school diploma or equivalent.
Preferred Education | Associate’s degree or 60 hours of undergraduate coursework.
Licenses/Certifications | None.
Required Experience
• Four (4) years of clerical experience or in an area that is directly related to the duties specified above; or
• Two (2) years of clerical experience or in an area that is directly related to the duties specified above with an Associate’s degree or 60 hours of undergraduate coursework.
Preferred Experience | N/A
Equipment | Use of standard office equipment.
Working Conditions | Needs to be able to successfully perform all required duties. Office Environment; some travel and weekend work is required.
Other | Ability to prioritize own workload and readjust as needed. Knowledge of customer service standards and procedures. Knowledge of the rules, regulations, and laws regarding student records. Must possess the ability to maintain confidentially of records and information.
Physical Capabilities | N/A
Employment Category | Full-Time
Minimum Salary | Commensurate with Experience
Posted Salary | Commensurate with Experience
Position Available Date | 08/31/2025
Grant Funded Position | No
If Yes, Provide Grant Expiration Date |
Working Title | RECORDS ASSOCIATE
Number of Vacancies | 1
Location | Edinburg, Texas
Department | Registrar
FTE | 1.0
FLSA | Non-Exempt
Scope of Job | Reviews student records and processes student record requests. Verifies and maintains student records, provides information to students and visitors, and resolves routine and non-routine customer problems.
Description of Duties
• Reviews student records to ensure accuracy of data.
• Identifies discrepancies and determines appropriate course of action for complex issues.
• Audits, updates, and maintains records in student information system
• Processes requests for student transcripts, enrollment and degree verifications, address changes and other student records requests.
• Provides enrollment and student record assistance in person to current, former, and prospective students. Researches academic records for current and former students.
• Answers telephone and emails, typically as second-tier support, resolving complex or unusual matters for current and prospective students and third parties.
• Prepares weekly reports and correspondence.
• Processes requests for residency reclassification, out-of-state tuition waivers, changes of major
• Reconciles data discrepancies for reporting requirements
• Assists with academic scheduling, registration, and supports faculty needs for assistance with the student information system
• Assists with commencement ceremonies
• Performs other duties as assigned.
Supervision Received | General supervision from the Assistant University Registrar.
Supervision Given | May supervise assigned support staff.
Required Education | High school diploma or equivalent.
Preferred Education | Associate’s degree or 60 hours of undergraduate coursework.
Licenses/Certifications | None.
Required Experience
• Four (4) years of clerical experience or in an area that is directly related to the duties specified above; or
• Two (2) years of clerical experience or in an area that is directly related to the duties specified above with an Associate’s degree or 60 hours of undergraduate coursework.
Preferred Experience | N/A
Equipment | Use of standard office equipment.
Working Conditions | Needs to be able to successfully perform all required duties. Office Environment; some travel and weekend work is required.
Other | Ability to prioritize own workload and readjust as needed. Knowledge of customer service standards and procedures. Knowledge of the rules, regulations, and laws regarding student records. Must possess the ability to maintain confidentially of records and information.
Physical Capabilities | N/A
Employment Category | Full-Time
Minimum Salary | Commensurate with Experience
Posted Salary | Commensurate with Experience
Position Available Date | 08/31/2025
Grant Funded Position | No
If Yes, Provide Grant Expiration Date |
Posting Detail Information
EEO Statement | It is the policy of The University of Texas Rio Grande Valley to promote and ensure equal employment opportunities for all individuals without regard to race, color, national origin, sex, age, religion, disability, sexual orientation, gender identity or expression, genetic information or protected veteran status. In accordance with the requirements of Title VII of the Civil Rights Act of 1964, the Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, and the Americans with Disabilities Act of 1990, as amended, our University is committed to comply with all government requirements and ensures non-discrimination in its education programs and activities, including employment. We encourage women, minorities and differently abled persons to apply for employment positions of interest.
Special Instructions to Applicants | Dear Applicant,
Human Resources will not be held responsible for redacting any confidential information from the documents you attach with your application. The confidential information includes the following:
Date of Birth
Gender
*Ethnicity/Race
Please make sure that you omit this information prior to submission. We are advising that Human Resources will be forwarding your application to the department as per your submission. The University of Texas Rio Grande Valley reserves the right to discontinue accepting applications prior to the stated close date of this position, after meeting the posting requirement of three (3) calendar days.
If you have any questions, please visit our Careers site at https://careers.utrgv.edu for detailed contact information.
Additional Information | UTRGV is a distributed location institution and working location is subject to change based on need.
All UTRGV employees are required to have a criminal background check (CBC). Incomplete applications will not be considered.
Substitutions to the above requirements must have prior approval from the VP of HR & Regulatory Affairs.
Quick Link | https://careers.utrgv.edu/postings/48384
Special Instructions to Applicants | Dear Applicant,
Human Resources will not be held responsible for redacting any confidential information from the documents you attach with your application. The confidential information includes the following:
Date of Birth
Gender
*Ethnicity/Race
Please make sure that you omit this information prior to submission. We are advising that Human Resources will be forwarding your application to the department as per your submission. The University of Texas Rio Grande Valley reserves the right to discontinue accepting applications prior to the stated close date of this position, after meeting the posting requirement of three (3) calendar days.
If you have any questions, please visit our Careers site at https://careers.utrgv.edu for detailed contact information.
Additional Information | UTRGV is a distributed location institution and working location is subject to change based on need.
All UTRGV employees are required to have a criminal background check (CBC). Incomplete applications will not be considered.
Substitutions to the above requirements must have prior approval from the VP of HR & Regulatory Affairs.
Quick Link | https://careers.utrgv.edu/postings/48384
Posting Supplemental Questions
Required fields are indicated with an asterisk (*).
- * Are you a current UTRGV employee?
- Yes
- No
- * Are you now, or previously, employed by The University of Texas System or any of its institutions?
- Yes - I currently am employed by the UT System or its institutions
- Yes - I have previously been employed by the UT System or its institutions
- No - I have never been employed by the UT System or its institutions
- * Please select your highest level of completed education.
- 6th grade education
- 10th grade education
- High School Diploma or GED
- Associates Degree, Technical, or Trade School Degree/Certification or 60 Hours of College Hours
- Bachelors Degree from an accredited university
- Masters Degree from an accredited university
- Ph. D. or other terminal degree from an accredited university
- None of the above
- * Please provide the field of study for your education:
(Open Ended Question) - * Please indicate the number of years of work experience you have directly related to the position in which you are applying for:
- Less than 1 year
- 1 year
- 2 years
- 3 years
- 4 years
- 5 years
- 6 years
- 7 years
- 8 years
- 9 years
- 10 years
- Over 10 years
- * Do you meet the minimum requirements for this position?
- Yes
- No
Applicant Documents
Required Documents
- Resume
Optional Documents
- Cover Letter/Letter of Application
- Curriculum Vitae
- Unofficial Transcripts
- Reference Letter 1
- Reference Letter 2
- Reference Letter 3
- Certifications and Licenses
- Training Certificates
- Other Document
- List of 3 References
- Unofficial Transcripts 2
- Unofficial Transcripts 3
- Letter of Interest
- Unofficial Graduate Transcripts
- Additional Document
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