Graduate Registrar Mol Biophys & Biochem

21 Nov 2018
End of advertisement period
21 Jan 2019
Contract Type
Full Time

Work Days/Hours (Other than Standard)

Occasional after hours work (weekends, etc. during Visiting weekend).

Position Focus:

Reporting to the Directors of Graduate Studies and Admissions with a dual report to the Molecular Biology and Biophysics Operations Manager, the Graduate Registrar serves as the registrar for the Biochemistry, Quantitative Biology, Biophysics, and Structural Biology track (BQBS) track and MB&B Department.

MB&B Graduate Program: Lead the departmental Graduate Registrar functions and provide a high level of administrative support to the DGS, DGA, and graduate students. Serve as the principal source of information regarding academic, administrative, and procedural matters for students, faculty, and staff members by providing substantial interpretation of complex academic regulations. Obtain and enter financial support information for all graduate students in GSPS. Compose and edit department policies or course description materials. Independently serve as the recruiter for approximately 50 teaching assistants in MB&B each year. Recruit students from more than 13 other University departments, assign them to appropriate courses based on their qualifications and graduate school policies and procedures, which includes restrictions and requirements of the funding status and sources. May coordinate department training grants and liase with multiple outside departments.

Responsibilities may require understanding of federal regulations, policies, and procedures. Maintain Yale Training Grant Database and review database reports for accuracy and current information. Perform other duties as assigned. Perform all these duties with limited supervision.

BQBS Track: Provide complex administrative, financial and counseling support to plan, coordinate and implement services related to admissions, training and record-keeping of first-year graduate students in the BQBS track, the second largest track in the BBS (Biological and Biomedical Sciences Combined Graduate Program). Improve, lead and oversee the admissions activities for the track from the point of initial inquiry through application submission, multiple committee review, on-site interviews, admission and enrollment. Arrange recruitment travel, housing and events, as well as, coordinate faculty interviews for ~60 recruits annually.

Administer processing of reimbursements. Coordinate orientation process for incoming BQBS track students including administration of all academic activities such as online course selection and enrollment and faculty advising sessions. Enter funding decisions for incoming BQBS track students in Graduate Student Payroll System. Provide professional support to faculty directors concerning financial matters and determine student eligibility for funding source. Initiate and manage databases to maintain and monitor applicant and student records. Monitor students’ progress in their first academic year and compile and analyze data for their designated faculty advisor. Serve as coordinator for other BQBS events and activities through the year. Maintain records and statistical data for BQBS track. Perform other duties as assigned. 

This job will require some weekend work hours during prospective student visiting weekend. 

Essential Duties 

  1. Serves as the principal source of information for students, prospective students, faculty, and staff regarding the University, the department and its majors and degrees, events, and academic and general systems, processes and procedures
  2. Monitors student records to ensure compliance with academic regulations and program requirements for graduation. Coordinates Senior Essay and Dissertation activities.
  3. Processes graduate applications for admissions. Ensures compliance with administrative policies and procedures. Assists with online admission processing.
  4. Updates, edits, writes, and coordinates production and distribution of admission, orientation, advising, and graduation materials and publications. Coordinates and updates academic support related web pages.
  5. Provides logistical and clerical support to the department chair, directors of undergraduate and graduate studies, faculty, students, and visitors. Compiles progress reports and standard reports as needed. Maintains schedule of department-controlled teaching and research space.
  6. Makes referrals and schedules appointments with appropriate faculty and staff as needed. Assists with course registration.
  7. Participates in the testing of new processes and systems as requested. 8. May perform other duties as assigned. 

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 an equivalent combination of education and related experience.

Required Skill/Ability 1:

Strong leadership skills with ability to ensure program, projects, and assignments are fully completed in a timely manner. Proactive with proven time management skills and ability to meet tight timelines. Ability to make independent and informed decisions, take initiative, follow-through, and to work independently. Excellent administrative support skills.

Required Skill/Ability 2:

Proven ability to assess issues, troubleshoot, and make quick judgment calls. Ability to provide recommendations to improve processes and procedures. Excellent interpersonal skills. Ability to interact effectively with multiple levels of an organization. Proven ability to work within a team of as well as with students and faculty.

Required Skill/Ability 3:

Demonstrated excellent organizational, written and verbal communication skills. Detail oriented with a high level of accuracy. Ability to compose, edit and proofread memos, general correspondence, and reports. Demonstrated ability to handle multiple tasks, prioritize workload and consistently meet routine production and projects with similar deadlines.

Required Skill/Ability 4:

Proven ability to proficiently use Microsoft Word, Excel, Outlook, web browsers. Demonstrated ability to keep up with technology and learn the latest software and programs. Ability to monitor and accurately maintain student academic records and course records.

Required Skill/Ability 5:

Highly responsive with proven reliability and excellent attendance. Proven ability to handle sensitive and confidential information in a discrete and professional manner.

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. Please visit for additional information on the background check requirements and process.

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 duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.

Affirmative Action Statement: 

Yale University considers applicants for employment without regard to, and does not discriminate on the basis of, an individual’s sex, race, color, religion, age, disability, status as a veteran, or national or ethnic origin; nor does Yale discriminate on the basis of sexual orientation or gender identity or expression. Title IX of the Education Amendments of 1972 protects people from sex discrimination in educational programs and activities at institutions that receive federal financial assistance. Questions regarding Title IX may be referred to the University’s Title IX Coordinator, at, or to the U.S. Department of Education, Office for Civil Rights, 8th Floor, Five Post Office Square, Boston MA 02109-3921. Telephone: 617.289.0111, Fax: 617.289.0150, TDD: 800.877.8339, or Email: