Academic Records Coordinator

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Overview

The Senior Administrative Assistant 2 provides high-level, complex, and confidential administrative support within a department or division. This role serves as the office lead for administrative support staff, overseeing work processes, schedules, and task delegation. Responsibilities include managing schedules, organizing meetings, coordinating travel, overseeing faculty appointments, and processing expenses. The assistant acts as the primary point of contact for internal and external inquiries, maintaining confidentiality and professionalism. This role requires strong organizational and communication skills, the ability to manage multiple priorities, and the capability to work independently and as part of a team. The Academic Records Coordinator serves as a senior functional lead within the University Registrar's Office (URO), reporting to the Academic Records Manager, and provides office-wide coordination for complete student record maintenance and special populations processing. The position is responsible for a broad set of lifecycle and cohort-related transactions, including processing admit declines and postponements, creating joint-degree term records, and managing additional unique registration scenarios. The role supports key student record activities, including language placement data entry, management of various registration holds, and resolving various other record issues in accordance with established policies and timelines. The role owns day-to-day stewardship of high-impact record updates and exceptions, including processing legal name changes and SSN updates, maintaining ROTC records, and ensuring audit-ready documentation and data integrity across student systems. The position performs academic systems testing in response to updates, new functionality or new academic policy, and identifies and implements process improvements in standard operating procedures. In addition, the Academic Records Coordinator manages specialized identity and affiliation records, including establishing and maintaining Sponsored IDs and Spousal IDs, and supports GSAS non-degree populations (e.g., Fox Fellows, VARGS) and monthly VAR student updates, ensuring enrollment dates are accurate and consistently maintained. The role also processes parental reliefs and performs absentia address updates in the Student Information System, coordinating changes to ensure records remain current and compliant. As a primary service point for record-related inquiries, the role manages shared communications channels while setting service expectations, triaging requests, coordinating responses with campus partners, and maintaining clear, consistent communication, including explanation of complex policies and business practices, with students, faculty, and staff. Through this work, the role contributes to continuous improvement by documenting standard procedures, sharing expertise, and strengthening university-wide data quality and operational consistency.

Required Skills and Abilities

1. Exceptional organizational and multitasking skills, with the ability to prioritize and manage competing deadlines in a fast-paced environment.

2. Strong written and verbal communication skills, including the ability to draft and edit documents and correspondence with accuracy and attention to detail.

3. Proficient in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint) and familiarity with administrative software and systems.

4. Ability to handle sensitive and confidential information with discretion and professionalism.

5. Strong interpersonal skills, with the ability to build trust and work effectively with a diverse group of stakeholders.

Preferred Skills and Abilities

1. Experience in leading and overseeing administrative support staff, including task delegation and performance monitoring.

2. Familiarity with higher education or academic settings, including experience with student systems and data management.

3. Advanced proficiency with administrative systems such as Banner, Argos and Dynamic Forms.

4. Bachelor's degree and prior experience providing administrative support in an academic environment.

Principal Responsibilities

1. Leads a unit or function, including overseeing and coordinating projects or work processes, and distributes the work of a minimum of two full time employees. 2. Directs the daily operations of the office. Manages calendars and calls, assesses nature of issues and escalates as appropriate. Serves as principal source of information on policies, procedures, programs, and office activities. Oversees, monitors and controls office budget and spending. 3. 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. 4. Performs on-going review of department processes and systems. Develops, implements, and oversees office procedures designed to streamline operations, eliminates duplication and improves efficiency throughout the department. 5. Monitors and prioritizes communications for action and review; provides background necessary for action/decision-making; flags time sensitive material; initiates follow up. 6. Composes and/or coordinates substantive communications, reviews outgoing material for accuracy and completeness. Develops and/or produces materials for presentations. 7. 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. 8. Attends meetings and drafts minutes. Performs other duties and responsibilities as necessary to support the mission of the office. 9. Greets visitors, answers and screens telephone calls and assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. 10. May perform other duties as assigned. Required Education and Experience Eight years of related work experience, six of them in the same job family at the next lower level and a high school level education; or six years of related work experience and an Associate''s Degree; or two years of related work experience and a Bachelor''s Degree; or an equivalent combination of education and experience.

Job Posting Date

07/08/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade E

Compensation Grade Profile

Hourly Range

$35.64

Time Type

Full time

Duration Type

Staff

Work Model

Hybrid

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 hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.

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.