Registrar maintains career and academic records for the Investigative Medicine MD to PhD Program of the Yale Graduate School of Arts and Sciences and for YCCI training programs, including other NIH- and institutionally-support educational programs. Position requires a thorough understanding of NIH training grant programs and of university academic regulations and ability to apply them to daily work. Monitors and supervises student progress on departmental and graduate school requirements for Investigative Medicine Ph.D. degree; ensures all critical deadlines and submissions set by the department and Graduate School are met. This position processes a high volume of work under tight deadlines. Responsible for serving as a source of information, problem resolution, and contact person for trainees/student records and registration. Responding to written electronic or voice correspondence and questions from program trainees, students, alumni, Yale departments, outside agencies and other customers, contacting various Yale departments to research and resolve problems, ordering supplies necessary for operations, creating summary and other departmental reports as needed, and determining upcoming departmental needs. Assists with student funding into the GSPS system and reporting to business office. Serves as the primary contact between the Graduate School and Investigative Medicine department.
Essential Duties
Serves as a principal source of information on administrative, academic, and procedural matters to students, prospective students, faculty, and staff. 2. Processes applications for admissions. Ensures compliance with administrative policies and procedures. 3. Assists students with the completion of forms. Reviews and verifies forms for completeness and accuracy. 4. Establishes and maintains student files, ensuring all personal, financial, and academic records are kept current and accurate. 5. 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. 6. Updates, edits, and writes program publications. Coordinates production and distribution of publications. 7. Coordinates teaching schedules for academic classes. Schedules classroom assignments. Coordinates Senior Essay and Dissertation activities. 8. Monitors financial records and activity. 9. Oversees and instructs support staff. 10. Performs clerical 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 an equivalent combination of education and related experience.
Required Skill/Ability 1
Excellent customer service skills, highly developed organizational and interpersonal skills as well as strong written and verbal communication skills.
Required Skill/Ability 2
Demonstrated ability to work with little supervision, exercise independent judgment, and demonstrate initiative. Proven ability to work independently and to collaborate as part of a team.
Required Skill/Ability 3
Demonstrated ability to effectively prioritize a variety of tasks, conflicting demands and deadlines. Ability to be flexible, work well under pressure and through distractions, in a fast- paced environment.
Required Skill/Ability 4
Intermediate ability or higher with Microsoft Office (Word, PowerPoint, Outlook, Excel, including pivot tables and lookup functions). Ability to learn new software programs. Ability to facilitate room scheduling, catering, equipment and materials for seminars or events.
Required Skill/Ability 5
Proven ability to work well with all levels of faculty and staff with professionalism and courtesy.
Preferred Education, Experience And Skills
Knowledge of NIH CTSA training grant requirements and management. Proven experience with NIH- xTrain system. Proven experience managing PhD and Masters level training programs. Demonstrated experience with Canvas. Proven experience with social media platforms.
Weekend Hours Required?
Occasional
Evening Hours Required?
Occasional
Drug Screen
No
Health Screening
No
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.
COVID-19 Vaccine Requirement
Required
The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here:
https://covid19.yale.edu/health-guidelines
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.
EEO Statement
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
Seniority level
Mid-Senior level
Employment type
Full-time
Job function
Health Care Provider
Industries
Higher Education
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