Sr. Administrative Assistant/Registrar

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Overview

The Senior Administrative Assistant/Registrar will report to a Humanities Operations Manager within the Faculty of Arts and Sciences and will provide essential administrative support to the Chair, the Director of Graduate Studies and/or Undergraduate Studies, as well as to faculty, students, and visitors. The role is responsible for registrar functions, processing financial transactions, and coordinating events.

Duties may include but are not limited to:

1. Departmental Registrar: Acts as the primary student records contact for the Director of Graduate Studies (DGS) and/or Director of Undergraduate Studies (DUS). The Registrar is responsible for taking lead in tracking and meeting critical University, Yale College, and department deadlines, serving as liaison for the department with Deans, University Registrar, and various offices across the University. This position will be the departmental source for course and curriculum support, degree progress, academic deadlines, policies, procedures, and activities. Responsibilities include, but are not limited to, overseeing & coordinating administrative, program, and office activities and principal contact for managing degree progress or activities related to registration, etc.; monitoring student records to ensure compliance to academic regulations and program requirements for graduation using Degree Audit and/or Faculty Student Advising and notifying DGS of identified problems for faculty action; coordinating teaching schedules for academic classes; scheduling classroom assignments; assisting in analyzing need and determining teaching fellow assignments including entering information in Teaching Fellow System (TFS); scheduling course offerings and discussion sections in CourseLeaf; assisting with student academic activities and events; responding to general inquires and requests for information regarding the academic program; and develop expertise on departmental registrar processes and procedures.
2. Provides executive level confidential administrative support to department faculty and students.
3. Budgets, coordinates and reconciles department and special events.
4. Provides administrative & financial support for faculty and students as assigned.
5. Performs additional duties as assigned and covers other departmental staff as needed.
6. Flexibility to work occasional evenings and weekends

Required Skills and Abilities

1. Self-directed; ability to take initiative, problem-solve and exercise independent judgment. Ability to manage time to be efficient and productive. Strong interpersonal skills, including the ability to interact well with a diverse population including students, visitors (domestic and international), faculty, and staff.
2. Excellent organizational skills, as well as written and verbal communication skills, with strong attention to detail, thoroughness, and follow-through. Strong self-starter, who is adaptable, resourceful, and well-spoken, with a strong work ethic and professional demeanor.
3. Ability to multi-task effectively with demanding time constraints. Work well under pressure addressing multiple projects. Excellent follow-up skills. Demonstrated ability to be flexible and manage change effectively, often with short notice. Demonstrated ability to learn new systems, processes, and software.
4. Proven ability to function independently and as part of an integrated team in a fast-paced environment. Demonstrated proficiency providing support in a professional organization. Ability to maintain discretion and professionalism.
5. Demonstrated track record of excellent attendance, reliability, and punctuality. Demonstrated strong administrative support skills. Proven record of resourcefulness, problem-solving, and ability to work independently, without continuous direction. Demonstrated intermediate proficiency with Microsoft Office applications, including Word, Excel, and Outlook.

Preferred Skills and Abilities

1. Familiarity with Yale or experience in a university setting working directly with faculty and students.
2. Prior processing expenses and event planning.
3. Prior experience with Workday and Registrar Systems.

Principal Responsibilities

1. Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems. Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities.
2. Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements.
3. Provides editorial support for a journal/publication. Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work.
4. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Assembles and arranges for necessary items. Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports.
5. Gets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail.
6. Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures. Composes substantive correspondence and written material.
7. Coordinates travel arrangements. Schedules and coordinates meetings and appointments. Orders and maintains inventory of supplies. Takes minutes or dictation. Performs additional functions incidental to office activities.

Required Education and Experience

Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate's degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of experience and education.