"Graduate Registrar, MCDB"

Overview

Reporting to the Sr. Operations Manager in the department of Molecular, Cellular, and Developmental Biology and working closely with the Director of Graduate Studies, the MCDB Graduate Registrar (2) is responsible for overseeing and coordinating all administrative, financial, and advising activities related to the graduate program. This role requires a high level of expertise in managing databases, administering funding, and providing comprehensive support to faculty and students. The ideal candidate must possess strong leadership and decision-making abilities, along with excellent technical and organizational skills.

Key Responsibilities

The MCDB Graduate Registrar will coordinate comprehensive administrative operations related to graduate admissions, training programs, and record-keeping, while managing the program's financial aspects, including determining and submitting student funding decisions. They will lead all stages of the admissions process for the Plant Molecular Biology (PMB) Track, from initial inquiry to student enrollment, ensuring a seamless transition for new students. This aspect of the role involves developing, leading, and overseeing admissions activities for prospective students from the initial inquiry through application submission, committee reviews, on-site interviews, admission, and enrollment. Additionally, the Graduate Registrar coordinates the orientation process for incoming PMB track students in the Biological and Biomedical Sciences (BBS) Combined Graduate Program, including the administration of all academic activities such as online course selection, enrollment, and faculty advising sessions. The Registrar will facilitate orientation programs, course selection, enrollment, and faculty advising sessions to support student integration and success.

Managing student funding involves determining and submitting funding decisions in Workday, supporting faculty directors with financial matters, and independently assessing student eligibility for various funding sources based on university policies. The Registrar must proactively manage and communicate all aspects of student funding, including changes in support, fellowships, appointments, and external awards. Serving as the central contact for all student funding matters within the department, the Graduate Registrar collaborates with the Director, business office, FRMS, and the Graduate School to ensure funding integrity and compliance.

Administrative duties include initiating and managing databases to maintain and monitor applicant and student records, tracking academic and research progress, compiling and analyzing data for faculty advisors, and maintaining accurate records of student achievements, milestones, and funding statuses. The Registrar will also provide consistent advising support to graduate students, facilitate faculty advising sessions, address inquiries, and resolve student issues.

Reporting and compliance activities include preparing and distributing reports on student progress and program statistics, ensuring adherence to university funding policies. Additionally, the Registrar will develop and implement strategic plans to enhance program efficiency and effectiveness and work closely with faculty, staff, and students to foster a supportive and inclusive academic environment.

Additional duties involve procuring goods, clearing expenses, and providing backup support to other Business Office staff as needed.

Required Skills and Abilities

1. A minimum of 3-5 years of administrative experience, preferably in an academic setting, with a strong understanding of admissions processes, student advising, and academic record-keeping.
2. Proficiency in database management and reporting systems such as SLATE, CANVAS and PowerBI; familiarity with financial management and student tracking systems such as Workday, BANNER, Degree Audit and Teaching Fellows System (TFS); 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

Experience in academic programs and registrar-related duties, including student enrollment and registration.

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.

Hourly Range

$34.77

Location

219 Prospect Street, New Haven, Connecticut