Graduate Registrar

Yale Cancer Center; New Haven (CT); Hybrid; USD 70,000 - 90,000; Full time

Job summary

Yale University is seeking a Graduate Registrar in the History Department. The role acts as a key administrative and academic resource for graduate students, faculty, and applicants, handling policy interpretation, degree progression, and confidential matters.

Under supervision of DGS and ADGS, you will liaise with GSAS, URO, and other departments, ensuring accurate data, publications, and robust support for graduate programs.

Qualifications

• Exceptional organizational and multitasking skills with the ability to prioritize deadlines.
• Strong written and verbal communication, ability to interpret policies and draft/edit documents.
• Ability to work independently and in a team, initiative and problem-solving.
• Proficiency in MS Word, Excel, and database systems.
• Excellent customer service and ability to handle confidential information.

Responsibilities

• Oversees and coordinates short or long term projects.
• Serves as a primary information resource on administrative matters to students, faculty, and staff.
• Processes applications for admissions and ensures policy compliance.
• Assists students with forms and advises on course selection and graduation progress.
• Maintains student files and ensures records are current and accurate.
• Monitors records for compliance with academic regulations and program requirements.
• Updates program publications and coordinates publications production and distribution.
• Coordinates teaching schedules and classroom assignments; supports Senior Essay and Dissertation activities.
• Plans and controls budgets and produces financial reports.
• Trains and guides support staff and temporary workers.

Skills

Organizational skills

Communication skills

Independent work

MS Word/Excel

Confidential information handling

Education

Bachelor's degree in a related field

Tools

MS Word

Excel

Database systems

Job description

Working at Yale means contributing to a better tomorrow. Whether you are a current resident of our New Haven-based community, eligible for opportunities through the New Haven Hiring Initiative, or a newcomer, interested in exploring all that Yale has to offer, your talents and contributions are welcome. Discover your opportunities at Yale!

Salary Range

$35.64

Overview

The Graduate Registrar in the History Department serves as a primary administrative and academic resource for graduate students, faculty, and prospective students. The position requires substantial knowledge and interpretation of complex academic policies and regulations. Responsibilities include determining appropriate action in complex and confidential situations, serving as an expert resource for faculty regarding student progress to degree/course information, and understanding policy requirements in varied circumstances.

Working under minimal supervision, the Graduate Registrar works closely with the Director of Graduate Studies (DGS) and the Associate Director of Graduate Studies (ADGS). This role serves as a key liaison between the History Department Officers, the Graduate School of Arts and Sciences (GSAS), the University Registrar’s Office (URO), Senior Operations Manager, and other university departments and offices.

Job Description

• Handle a broad range of academic, administrative, financial, and procedural matters and responsible for communicating policies, deadlines and requirements to graduate students on behalf of the Director of Graduate Studies.
• Prepare course offerings with great attention to assigned course numbers and cross-listings & add attributes as necessary. Coordinate course times avoiding conflict between courses with similar geographies and/or subject matter.
• Evaluate complex or unusual academic and administrative circumstances and determine appropriate course of action within established policies and procedures.
• Track and monitor student progress towards degree, academic milestones, registration, deadlines, and other matters affecting their progress through the graduate program.
• Analyze the need for and determine teaching fellow assignments, including entering the information in the Teaching Fellow System (TFS).
• Responsible for coordinating the admissions applications by subfields and assigning committee members using Slate. Assign teaching fellows student events and annual Campus Visit Day for prospective students.
• Provide faculty with accurate and timely information regarding student academic progress, degree requirements, course information, and applicable policy requirements.
• Exercise independent judgement while recognizing matters that require escalation or consultation with the Director of Graduate Studies or appropriate university officials.
• Write and/or significantly edit the Graduate Bulletin and other materials distributed by the department - including compiling, summarizing, and ensuring accuracy of information.
• Prepare materials for degree candidates including a summary of reader’s reports in preparation for approval and final submission to the Graduate School.
• Coordinate, as needed, with other departments and with the graduate registrar for the History of Science and Medicine.

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 interpret and explain policies, draft and edit documents and correspondence with accuracy and attention to detail.
• 3. Proven ability to work independently and as part of a team in a fast-paced environment. Ability to take initiative, problem-solve and exercise independent judgement. Ability to manage time to be efficient and productive.
• 4. Proficiency in using office software, such as MS Word, Excel, and database systems.
• 5. Excellent customer service and interpersonal skills, with the ability to handle sensitive information confidentially.

Preferred Education, Experience and Skills

• 1. Demonstrated experience in academic department and registrar duties.
• 2. Knowledge and experience working with Yale systems, including Courseleaf, Teaching Fellow System (TFS), Yale Course Search, 25 LIVE, FSA, FGS, Banner, Dynamic Forms, Degree Audit, Canvas, ARGOS, and Workday.

Schedule

The current hybrid work schedule for this position is 4 days on campus with 1 remote workday. You may be required occasionally to work on site more often in a given week due to operational needs. In the event the university/department transitions to being on campus five days a week, either temporarily or permanently, the hybrid schedule will be suspended or subject to change at management discretion.

Principal Responsibilities

• 1. Oversees and coordinates short or long term projects.
• 2. Serves as a principal source of information on administrative, academic, and procedural matters to students, prospective students, faculty, and staff.
• 3. Processes applications for admissions. Ensures compliance with administrative policies and procedures.
• 4. Assists students with the completion of forms. Reviews and verifies forms for completeness and accuracy. Advises students on issues such as course selection, progress toward graduation, and career decisions.
• 5. Establishes and maintains student files, ensuring all personal, financial, and academic records are kept current and accurate.
• 6. Monitors student records to ensure compliance to academic regulations and program requirements for graduation. Maintains logs and records. Compiles statistical data and information. Summarizes data in reports or analyses.
• 7. Updates, edits, and writes program publications. Coordinates production and distribution of publications.
• 8. Coordinates teaching schedules for academic classes. Schedules classroom assignments. Coordinates Senior Essay and Dissertation activities.
• 9. Plans, administers, and controls budgets, maintains financial records, and produces financial reports.
• 10. Oversees and instructs support staff. Train, instruct, and provide guidance for regular, students, or temporary workers and others regarding procedures.
• 11. May act as lead person in absence of the supervisor.
• 12. Performs clerical functions incidental to office activities.

Required Education and Experience

Two years of related work experience in the same job family and a Bachelor's degree in a related field; or an equivalent combination of experience and education.

Time Type

Full time

Location

320 York Street, New Haven, Connecticut

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 basedon 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 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 dutiesand responsibilities of the position. Employees will be assigned specific job-related duties throughtheir hiring department.

University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale's Policy Against Discrimination and Harassment, 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.