Academic Records Manager

Position Focus :

This pivotal role requires a highly skilled professional to oversee and enhance administrative functions related to student record-keeping, degree clearance, and the production of official student documentation. A significant aspect of this position involves the ability to run and interpret reports to find data discrepancies on student data and systems to ensure the highest standards of accuracy and integrity across all systems. This position will also be responsible for training and presenting at various levels of the institution.

This position will collaborate closely with various units, including the Faculty of Arts and Sciences (FAS), residential colleges, and other administrative departments, to foster effective relationships that enhance operational efficiency. As a recognized expert within the University Registrar’s Office (URO), the Academic Records Manager will actively participate in initiatives aimed at improving university-wide processes and systems.

The URO is committed to fostering a culture of diversity, equity, inclusion, and belonging within its operations. We seek candidates who are dedicated to contributing to these values and who are passionate about creating an equitable academic environment.

Essential Duties

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.

Required Skill / Ability 1 :

Demonstrated expertise working with student and academic records in a University Registrar Office setting, including student records privacy (FERPA) policy.

Required Skill / Ability 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).

Required Skill / Ability 3 :

Ability to be an open, effective, and respectful communicator with demonstrated ability to engage positively, equitably, and constructively with the campus community to foster collaboration. Promotes diversity, equity, and inclusion activities and demonstrates skill in understanding of cultural differences.

Required Skill / Ability 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.

Required Skill / Ability 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.

Drug Screen

Health Screening

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

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 particular position. Employees will be assigned specific job-related duties through their hiring departments.