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 Deputy University Registrar, and provides office-wide coordination for transfer credit operations and related student systems support. The role owns day-to-day stewardship of transfer and study abroad credit processes, including maintaining and enhancing the transfer credit equivalency database, applying faculty-approved policies, and ensuring consistent, equitable, and audit-ready documentation across student records. As the primary escalation point for transfer credit 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 user access to student systems, 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 reporting, systems, and degree audit, including advising on process improvements and serving as a backup during peak periods. 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. Outstanding interpersonal and customer service skills. Excellent written and verbal communication skills. Ability to effectively interact with multiple levels of an organization and explain complex subject matter.

2. Demonstrated ability in exercising independent judgment and decision-making based on an understanding of organizational policies and activities. Proven interpersonal and problem-solving skills with a demonstrated desire to work collaboratively with peers and stakeholders and escalate issues as appropriate to supervisors.

3. Proven ability to assess issues, troubleshoot, and make quick judgment calls. Ability to provide recommendations to improve department processes and procedures. Demonstrated flexibility, with the willingness and ability to learn and be receptive to different learning and coaching styles.

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. Demonstrated ability to work effectively with and foster collaboration among a wide range of individuals and constituencies in a large, complex academic environment.

5. Advanced skills in the Microsoft Office Suite of products and ability to learn other computer systems. Demonstrated proficiency with Excel, Word, and other desktop applications.

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 05/20/2026

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.