University Job Title: Associate Registrar, Yale College
Bargaining Unit: None - Not included in the union (Yale Union Group)
Time Type: Full time
Duration Type: Regular
Compensation Grade: Administration & Operations
Compensation Grade Profile: Supervisor; Senior Associate (23)
Work Location: Central Campus
Worksite Address: 127 Wall Street New Haven, CT 06511
Work Week: Standard (M-F equal number of hours per day)
Searchable Job Family: Student Services
Total # of hours to be worked: 37.5

Position Focus:

Demonstrating significant initiative and independent decision-making, the Associate Registrar will assist the Assistant Dean/Registrar and Deputy Registrar with the day-to-day operations of the Registrar’s Office and will coordinate with the Senior Assistant Dean for Academic Affairs as needed. The Associate Registrar is responsible for a wide range of academic and administrative functions that support students, faculty, graduates and internal and institutional constituents.
 
The Associate Registrar reports to the Registrar and Deputy Registrar and is responsible for supervising the support staff. This individual will oversee the creation of teaching schedules for each academic term and will be responsible for maintaining the information on the public course information site; creating the examination schedules for each academic term and training and coordinating the proctors for the administration of examinations. This individual will also be responsible for monitoring the term roll and the set-up of academic terms in the student information system; ensuring that students have accurate academic and personal student records; ensuring that graduation records are accurately set up; sending regular reports to appropriate stakeholders on changes in student status. Under the supervision of the Deputy Registrar, will undertake regular testing of current and new applications in support of the regular business of the Registrar’s Office related to faculty and students. Other assignments as needed to ensure full coverage in the absence of any members of the Registrar’s Office staff. The successful incumbent will work to: maintain accurate records of student and course data for all YLS degree programs through the use of the integrated computerized records system (Banner), including course setup and maintenance, student data updates, course registration, open add/drop period, grades, fees and tuition charges; ensure data integrity and synchronization between the interrelated systems applications of the Registrar’s Office; supervise support staff in assigned tasks; assure institutional compliance with FERPA and other laws and university policies concerning student records; provide data for reports related to, but not limited to, student records, enrollments, and faculty; ,under supervision of the Deputy Registrar, be responsible for testing current and new applications for implementation; oversee transcript requests and process orders for paper and electronic transcripts; oversee the preparation of bar examination certifications and character-and-fitness forms for the Registrar’s review and signature, as well as coordinating with the Senior Assistant Dean for Academic Affairs in the review of related student files; coordinate the course schedule for each term; manage the room assignment process for all YLS courses and course-related activities; coordinate and schedule final examinations; coordinate and supervise examination proctors; advise students and faculty concerning academic policies and procedures; coordinate communication with students, faculty, and administrative staff concerning academic policies and procedures; maintain academic content on the YLS website; maintain the operations and policies of the Registrar's Office; ensure the accurate monitoring and tracking of student graduation requirements; assure the integrity, maintenance and security of all student academic records; attend some required, scheduled events outside of regular working hours; in coordination with the Assistant Dean/Registrar, who is the primary School Certifying Official (SCO) for Veterans Administration Education Benefits, serve as the secondary SCO for VA Education Benefits by monitoring the accuracy of certifications entered into the VA online system VA-Once. Other duties as assigned.

Essential Duties

1. Recommends and sets policies governing student records systems. 2. Determines final exam schedules. 3. Prepares and publishes exam schedules and classroom assignments. 4. Plans and reviews the system used for the registration process and the method for maintaining student records. 5. Oversees the preparation of the degree list. 6. Designs and develops classroom allocations and assignments. 7. Directs, writes, edits, and produces the supplements to University programs of study. 8. Supervises the receipt, processing, and recording of grades. 9. Reviews and analyzes all petitions for degrees under University requirements. 10. Solicits enrollment projections and specialized information on requirements for departments and residential Deans. 11. Advises students, faculty, and administrative staff on regulations governing privacy. 12. Prepares and presents prospective student curriculums to Dean. 13. May perform other duties as assigned.

Required Education and Experience

Bachelor’s Degree in a relevant field and four years of experience in a college registrar’s office or an equivalent combination of education and experience.

Required Skill/Ability 1:

Excellent analytical, organizational and data management skills. Must be able to modify and write sophisticated Brio Queries (or use related reporting tools), or have proven ability to learn those tools.

Required Skill/Ability 2:

Demonstrated ability to multitask in a fast-paced environment. Accuracy and attention to detail.

Required Skill/Ability 3:

Excellent oral and written communication skills, including the ability to use diplomacy and tact, and to maintain confidential information.

Required Skill/Ability 4:

Ability to work with diverse constituencies, both as part of a team and independently.

Required Skill/Ability 5:

High level of computer proficiency, including familiarity with the University networked environment and the integration of University data systems, and demonstrated proficiency with browsers, Excel, Word and other desktop applications.

Preferred Education, Experience and Skills:

Knowledge of Banner or related student information systems, Brio or other reporting tools, web-based applications, SQL queries.

Weekend Hours Required? Occasional
Evening Hours Required? Occasional
Drug Screen: No
Health Screening: No

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. Please visit www.yale.edu/hronline/careers/screening/faqs.html for additional information on the background check requirements and process.

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.

Affirmative Action Statement:

Yale University considers applicants for employment without regard to, and does not discriminate on the basis of, an individual’s sex, race, color, religion, age, disability, status as a veteran, or national or ethnic origin; nor does Yale discriminate on the basis of sexual orientation or gender identity or expression. Title IX of the Education Amendments of 1972 protects people from sex discrimination in educational programs and activities at institutions that receive federal financial assistance. Questions regarding Title IX may be referred to the University’s Title IX Coordinator, at TitleIX@yale.edu, or to the U.S. Department of Education, Office for Civil Rights, 8th Floor, Five Post Office Square, Boston MA 02109-3921. Telephone: 617.289.0111, Fax: 617.289.0150, TDD: 800.877.8339, or Email: ocr.boston@ed.gov.