Graduate Registrar, MB&B

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Overview

Reporting to the Senior Operations Manager in the Department of Molecular Biophysics and Biochemistry (MB&B) and working closely with the Director of Graduate Studies (DGS), the MB&B Graduate Registrar is responsible for independently overseeing and coordinating the academic, administrative, financial, and advising activities of the department's graduate program. Serving as the primary resource for graduate students, faculty, and staff, the Registrar provides comprehensive support throughout the graduate student lifecycle, from admissions through degree completion. This position requires a high level of expertise in managing databases, administering student funding and training grants, interpreting complex University policies and federal funding regulations, and providing academic and administrative support. The ideal candidate must possess strong organizational, analytical, problem-solving, and independent decision-making abilities, along with excellent technical and interpersonal skills.

The work location is on Central campus but the position regularly travels to the Medical School campus.

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.

Key Responsibilities:

The MB&B Graduate Registrar coordinates administrative operations related to graduate admissions, enrollment, academic advising, and student records. Responsibilities include overseeing admissions activities, orientation, course registration, teaching assignments, and monitoring student progress toward degree completion, including academic milestones and Graduate School requirements.

Managing graduate student funding involves independently determining and submitting funding decisions, monitoring stipends, tuition, fellowships, appointments, and external awards, and maintaining financial records and projections. The Registrar collaborates with faculty, the Business Office, FRMS, BBS, and the Graduate School to ensure funding accuracy and compliance with University policies.

The Registrar administers departmental and interdisciplinary training grants, including Biophysics and CMQB, managing student appointments, maintaining databases, and compiling student and faculty information for annual progress reports, renewals, and other required submissions in compliance with NIH, NSF, and University regulations.

Administrative responsibilities include maintaining confidential student records and databases, tracking academic and financial progress, preparing program reports, and updating departmental graduate publications. The Registrar serves as the primary resource for graduate students and faculty, providing guidance on academic policies, addressing inquiries, and resolving administrative matters.

Additional responsibilities include preparing the annual graduate program review, improving administrative processes, providing occasional support to the BQBS program and its Registrar, procuring goods, processing expenses, and assisting other Business Office staff as needed. Performs other duties and special projects as assigned.

Required Skills and Abilities

1. A minimum of 3-5 years of administrative experience preferably in an academic setting.

2. Proficiency in database management and reporting systems and advanced working knowledge of Microsoft Office Suite, especially Excel, Outlook, Teams, and SharePoint.

3. Strong leadership skills with the ability to ensure programs, projects, and assignments are completed in a timely manner. The ability to make independent and informed decisions, take initiative, and follow through.

4. Proven ability to handle sensitive and confidential information discreetly and professionally, assess issues, troubleshoot, and make quick judgment calls. The ability to provide recommendations to improve processes and procedures.

5. 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. Proven ability to consistently meet deadlines and prioritize workload. Demonstrated ability to serve as a principal source of information on administrative, academic, and procedural matters to students, prospective students, faculty, and staff. The ability to interpret and communicate complex federal regulations, policies, and procedures.

Preferred Skills and Abilities

1. Strong understanding of admissions processes, student advising, and academic record-keeping.

2. Strong working knowledge of SLATE, CANVAS and PowerBI.

3. Familiarity with financial management and student tracking systems such as Workday, BANNER, Degree Audit and Teaching Fellows System (TFS).

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.

Job Posting Date

10/30/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade E

Compensation Grade Profile

Hourly Range

$35.64

Benefits

A general description of the benefits to be offered with this Clerical and Technical position is available at:

Yale Benefits

Time Type

Full time

Duration Type

Staff

Work Model

Hybrid

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.

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