Registrar Spanish / Portuguese

08 Oct 2018
End of advertisement period
08 Dec 2018
Contract Type
Full Time

Position Focus:

The successful candidate will be expected to assist the Director of Undergraduate Studies and the Director of Graduate Studies in Spanish and Portuguese by obtaining full familiarity of the undergraduate major programs offered by the department of Spanish and Portuguese, as well as the PhD programs offered by the department. The candidate will be expected to keep accurate records of all the programs overseen by the DUS and DGS, and to keep track of students' progress within these programs. The candidate will be expected to be familiar with the regular cycle and activities of the academic calendar, and be proactive in reminding students (as well as the DUS and DGS) about upcoming deadlines and specific tasks needing to be done. The candidate will greets visitors, students and faculty as well as provide excellent customer service. The candidate will answer telephone calls and assess the nature of business. Will respond to requests for information and provide assistance. The candidate will perform additional functions incidental to office activities.

Essential Duties 

  1. Serves as a principal source of information on administrative, academic, and procedural matters to students, prospective students, faculty, and staff.
  2. Processes applications for admissions. Ensures compliance with administrative policies and procedures.
  3. Assists students with the completion of forms. Reviews and verifies forms for completeness and accuracy.
  4. Establishes and maintains student files, ensuring all personal, financial, and academic records are kept current and accurate.
  5. Monitors student records to ensure compliance to academic regulations and program requirements for graduation. Maintains logs and records. Compiles statistical data and information. Summarizes data in reports or analyses.
  6. Updates, edits, and writes program publications. Coordinates production and distribution of publications.
  7. Coordinates teaching schedules for academic classes. Schedules classroom assignments. Coordinates Senior Essay and Dissertation activities.
  8. Monitors financial records and activity.
  9. Oversees and instructs support staff.
  10. Performs clerical functions incidental to office activities. 

Required Education and Experience

Four years of related work experience, two of them in the same job family at the next lower level, and high school level education; or two years of related work experience and an Associate's degree; or an equivalent combination of experience and education.

Required Skill/Ability 1:

Demonstrated ability to work in a team as well as independently. Ability to learn new computer systems. Ability to represent the Department and the University professionally.

Required Skill/Ability 2:

Excellent organizational skills with strong attention to detail. Demonstrated ability to multitask, prioritize tasks, meet deadlines and work effectively with conflicting and competing deadlines and time constraints. Excellent customer service skills. Ability to exercise discretion and maintain strict confidentiality in handling sensitive materials.

Required Skill/Ability 3:

Demonstrated intermediate proficiency with Microsoft Word, Excel and Outlook. Ability to schedule and coordinate meetings and appointments.

Required Skill/Ability 4:

Demonstrated ability to solve problems, take initiative, and anticipate actions as needed even with conflicting demands. Excellent written and verbal communication skills. Ability to take on additional administrative responsibilities as needed.

Required Skill/Ability 5:

Demonstrated positive attitude and approach to work. Ability to make decisions independently when appropriate. History of excellent attendance/punctuality record.

Preferred Education, Experience and Skills:

Prior knowledge of Courseleaf, the Teaching Fellows System, and online course systems (such as V2 and Canvas) is strongly desired. Ability to speak and/or understand the Spanish Language is desired.

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 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 emp loyment 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, 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: