Academic Records Manager

Yale University

jobshiringnearme.org

Working at Yale means contributing to a better tomorrow. Whether you are a current resident of our New Haven-based community- eligible for opportunities through the New Haven Hiring Initiative or a newcomer, interested in exploring all that Yale has to offer, your talents and contributions are welcome. Discover your opportunities at Yale!

Salary Range

$66,000.00 – $101,325.00

Overview Demonstrating significant independent decision-making, this position plans, implements, and coordinates administrative activities related to student record-keeping, degree clearance, the production of official student documents, and the associated systems within the University Registrar’s Office (URO). This position works closely with all URO operating units, Faculty of Arts and Sciences (FAS) academic departments, residential colleges, and other University administrative units. This role will monitor student record-keeping, develop improvement strategies, implement action plans, and escalate issues as appropriate within the University Registrar’s Office. This position also serves as an expert functional team member within the University Registrar’s Office and participates in improvement initiatives for University-wide processes and systems. Job duties: Leads functional processes, including the oversight and facilitation of projects or operational practices, and coordinates the work of a minimum of two full-time employees. Maintains and validates student data in student information systems and other databases and third-party systems. Serves as a lead for administrative support staff and may supervise up to two or more support staff. Serves as a source of information on policies, procedures, programs, and office activities. Fields inquiries from university personnel, alumni, and the public and independently resolves issues of policy and procedure raised by those inquiries. Utilizes reports to analyze data for quality assurance and problem resolution; coordinates the development of new reports as needed. Develops and maintains archival procedures for files and documentation related to official student documents, including both paper and electronic documents. Involved in the discovery, analysis, and implementation of projects within the University Registrar’s Office. Develops and implements administrative policies and procedures for the office. Participates in special projects on a variety of topics. Identifies project needs. Researches, gathers, and analyzes data and materials. Collects project updates in a timely manner; prepares and maintains documentation, tracking, reports and presentations; follows up as appropriate. Performs on-going review of department processes and systems. Develops, implements, and oversees office procedures designed to streamline operations, eliminate duplication, improve efficiency and customer service. Monitors and prioritizes communications for action and review; provides background necessary for action/decision-making; flags time sensitive material; initiates follow up. Prioritizes, assigns and monitors work, sets standards and expectations among the department administrative support staff. Ensures appropriate levels of coverage so department priorities can be met. Evaluates and clarifies roles and responsibilities. Establishes and cultivates productive relationships between teams. Meets university and external compliance requirements. Performs other duties as assigned. The duties listed below are generic in nature. Applicants will find the detailed responsibilities listed in this Position Focus, as well as the required skills/abilities, to be the most relevant to the position. Required Skills and Abilities 1. Demonstrated expertise working with student and academic records in a University Registrar Office setting, including student records privacy (FERPA) policy. 2. Knowledge of systems and platforms such as: Ellucian Banner, DegreeWorks, JasperSoft, Leepfrog Courseleaf and PATH modules, 25Live, Dissertation Progress Reporting and Submission (DPRS), and Faculty Grade Submission (FGS). 3. Open, effective, and respectful communicator with demonstrated ability to engage positively, equitably, and constructively with the campus community to foster collaboration. 4. Demonstrated ability to multi-task in a fast-paced environment while employing independent decision making with accuracy and precise attention to detail; ability to innovate with an openness to new ideas and their implementation. Ability to effectively react and adapt to changing situations with professionalism. 5. Knowledge of complex academic policies and procedures such as registration, enrollment, grading, degree clearance and conferral as well as policies and procedures surrounding official student documents administered by the University Registrar’s Office and Yale University. Preferred Education, Experience and Skills High level of computer proficiency, including familiarity with integration of Yale University data systems. Knowledge of Yale undergraduate and graduate school academic policies and procedures; experience working with faculty and students. Familiarity with issues and trends that influence higher education and/or the profession. Managerial/supervisory experience and/or aspirations.

Principal Responsibilities

1. Supervises the day-to-day activities of support staff. 2. Assesses and resolves or escalates problems arising within unit. 3. Assists in the development of policies and procedures in support of unit. 4. Assists in long-range planning for work unit needs. 5. Participates in unit budget planning. 6. Evaluates work requests to determine if they are appropriate to the unit or another area. 7. Ensures that work flow is organized and staffed for quality efficient completion. 8. Communicates deadlines and special circumstances to staff. 9. Maintains equipment and supplies for unit. 10. Completes evaluations of direct report employees. 11. Interacts with University personnel to define work assignments and requirements, communicate progress of work, and plan and coordinate projects. 12. Interacts with external sources to coordinate work necessary to fulfill projects, keep abreast of new products and technologies, or arrange for subcontractors. 13. Supervises a staff of exempt and non-exempt employees. 14. Performs other duties as assigned. Required Education and Experience Minimum requirement of Bachelor’s Degree in related field and three years of related experience or an equivalent combination of education and experience.

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit “Learn about background checks” under the Applicant Support Resources section of Careers on the It’s Your Yale website.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer

Salary offers are determined by a candidate’s qualifications, experience, skills, and education in relation to the position requirements, along with the role’s grade profile and current internal and external market conditions.

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the position. Employees will be assigned specific job-related duties through their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus.

Read Full Description

Apply
To help us track our recruitment effort, please indicate in your cover/motivation letter where (jobshiringnearme.org) you saw this job posting.

Job Location