Assistant Registrar and Digital Learning Specialist, Yale School of Management

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Overview

Yale School of Management is seeking an Assistant Registrar and Digital Learning Specialist to ensure the Executive Education department’s central recordkeeping and operations functions are executed efficiently and effectively, while providing support for the curricular and operational aspects of executive education programs for both in-person and online programs. The Assistant Registrar reports to the Registrar and Assistant Director of Learning Operations.

Essential Duties

• Under the supervision of the department Registrar, provides support for p data processing, and ongoing maintenance. Provides processing support for participant registration, creates invoices, tracks payments, and corresponds with prospective and registered participants. Research solutions and recommend adjustments to policies and systems as needed to adapt to operational challenges.

• Maintains training documentation for the registrar, admissions, and operations systems, policies, and processes. Provides training, onboarding, and troubleshooting for those systems and processes in collaboration with SOM IT and vendor contacts. Promotes the adoption of new systems through communications and the buildout of pilot applications.

• Responds to general inquiries related to registrar and admissions processes, including participant verification, registration support, and payment support.

• Maintains standard templates for digital content in learning management systems (LMS) used in executive programs. Creates and prepares LMS instances for all executive programs, according to templates, for handoff to the Program Delivery team.

• Serves as a participant-facing contact for assigned asynchronous digital programs, conducting routine processing and troubleshooting, referring issues to the assigned Learning Success Manager as appropriate.

• Maintains records for asynchronous courses, including, but not limited to, learning management systems, communication and policy guidance with enrolled learners

• Under the supervision of the Assistant Director of Learning Operations, oversees Executive Education facilities and office administration, including supplies of procurement, inventory management, and coordination of service providers.

• With oversight from the department’s Finance Director, serves as a preparer of expense reports and requisitions on behalf of the department.

• Other projects as assigned.

Required Skills and Abilities

1. Demonstrated ability to conceptualize, implement, and communicate about systems and processes. Superior problem-solving skills.

2. Intermediate or better skills in Windows and Microsoft Applications, e.g., Outlook, Word, Excel and PowerPoint. Must be able to flex schedule to work nights and weekends as required for programs.

3. Superior interpersonal and project management skills, with the ability to represent the school professionally and build effective relationships with diverse stakeholders. Positive, adaptable, and team-oriented, with a proven ability to excel in a fast-paced, evolving environment.
4. Proven organizational skills, including the ability to organize and manage multiple projects and processes simultaneously. Excellent written and oral communications skills required.
5. Ability to learn quickly, especially the ability to learn and use technology tools in both physical and virtual classrooms. Ability to troubleshoot and resolve minor AV/IT problems as they occur.

Preferred Skills and Abilities

1. Bachelor’s degree.

2. Experience working with databases and maintaining records and knowledge of relevant governance policies, especially in a higher education setting.

3. Experience managing major corporate client relationships and/or events, managing multiple projects simultaneously, and facilitating the delivery of world-class service.

4. Global program experience.

5. Registrar background.

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. Greets 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.

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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.