Academic Records Coordinator

Academic Records Coordinator

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Overview

The Academic Records Coordinator serves as a senior functional lead within the University Registrar's Office (URO), reporting to the Assistant University Registrar, and provides support to the DPRS (Dissertation Progress Reporting and Submission) system. This position works with students, departments, deans, ProQuest, and Yale Manuscripts and Archives to coordinate all phases of the dissertation submission process. The role owns day-to-day stewardship of the dissertation submission process, including applying faculty-approved policies; maintaining accurate Banner records to reflect student status toward completion; and ensuring consistent, equitable, and audit-ready documentation across student records. As the primary escalation point for dissertation submission inquiries, the position sets service expectations, coordinates responses with campus partners, and develops and delivers training, job aids, and standard operating procedures for faculty, staff, and students. The role also leads operational coordination for new users in DPRS, partnering with ITS to manage workflow, monitor timelines, resolve issues, and communicate impact to URO and campus stakeholders. In addition, the Academic Records Coordinator provides advanced functional support for grading and degree clearance, including tracking missing grades and troubleshooting grading issues. This position contributes to a culture of learning by mentoring colleagues, sharing expertise, and participating in continuous improvement initiatives that strengthen university-wide processes and data integrity.

Required Skills and Abilities

1. Ability to maintain accurate, secure academic records with strong attention to detail; follow procedures, document actions, and ensure compliance and audit-ready transparency in all recordkeeping and updates.

2. Equipped to interpret transcripts and apply university policies and guidelines consistently; process petitions, update records, and promote equitable outcomes that support timely degree progress.

3. Ability to use core enrollment/academic operations technologies to perform reliable data entry, database maintenance, and transactional processing; support dissertation submission tools, grade and complete routine technical troubleshooting.

4. Ability to collect, validate, and report data to support decision-making; understand sound data collection methods, identify improvement opportunities in processes/systems, and contribute to initiatives that increase efficiency and reliability.

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 Category: Administrative Support

Bargaining Unit: L34

Compensation Grade: Labor Grade E

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.

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).

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