Registrar MD/PhD Program, YSM

26-Sep-2022

Dean – School of Medicine – MD/PhD Program

76201BR

University Job Title

Registrar

Bargaining Unit

L34 – Local 34 (Yale Union Group)

Compensation Grade

Labor Grade D

Wage Ranges

Click here to see our Wage Ranges

Work Location

Medical School Campus

Worksite Address

367 Cedar Street
New Haven, CT 06510

Work Week

Standard (M-F equal number of hours per day)

Searchable Job Family

Student Services, Support Service

Total # of hours to be worked:

37.5

Position Focus:

The MD-PhD office seeks an energetic, capable and people-oriented individual with excellent communication and organizational skills to serve as Registrar for the MD-PhD program at Yale School of Medicine. This individual will work closely with the Director, Associate Directors and Grants & Portfolio Analyst of the MD-PhD Program to provide academic, financial and administrative oversight for currently enrolled MD-PhD students. The position will work closely with faculty and administrators in both the Medical School and the Graduate School. The Registrar will assist current students with course selection, registration, and lab rotation evaluations. The job will include entering and maintaining student data into the Graduate Student Payroll System (GSPS) and Banner student database systems, ensuring that students meet PhD academic benchmarks in GSAS, and working closely with the Yale School of Medicine Registrar to obtain data about student’s progress toward MD requirements. The incumbent will collect, compile and analyze data used to evaluate the MD-PhD Program’s training efforts and compliance with pertinent university and federal requirements. The Registrar will work closely with the Director and Associate Director for Program Development and Assessment to schedule and administer student workshops, career development courses, and MD-PhD specific courses. The Registrar will play a key role in developing and updating resources that describe academic requirements and training opportunities for MD-PhD students, including those maintained on the MD-PhD program’s website. The incumbent will work closely with the Director, Associate Directors, and Grants & Portfolio Analyst to provide and maintain accurate data that is necessary for the ongoing administration, evaluation and funding of the MD-PhD program. The Registrar will help maintain the Program’s alumni directory and assist in alumni outreach and surveys. This position involves significant contact with and outreach to students, applicants and faculty. Candidates who provide a cover letter will be given priority consideration.

Essential Duties

1. 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 written and oral communication skills. Exceptional writing ability, demonstrating full command of composition, grammar and formatting abilities. Candidates are encouraged to provide a cover letter with the application as they are strongly preferred.

Required Skill/Ability 2:

Ability to represent the Program and School professionally at events. Demonstrated ability to take initiative and work independently, accepting responsibility and accountability for assignments, within a team environment. Strong customer service skills.

Required Skill/Ability 3:

Ability to flex schedule or work occasional overtime, particularly during peak times of the year. Demonstrated ability to plan and manage multiple projects with proven accountability for accurate, timely and comprehensive project execution.

Required Skill/Ability 4:

Intermediate skills utilizing full range of Microsoft Office Suite, including MS Outlook, Excel (familiar with formulas), Word and PowerPoint as well as other computer-based databases. Proficiency with running reports and ensuring accuracy of data entry. Review data/statistics and translate to determine trends, impacts, and present findings to upper management.

Required Skill/Ability 5:

Detail-oriented, with demonstrated strong analytical skills and the ability to compile data for surveys, grant submissions and for reporting to upper management. Excellent judgement and ability to handle information confidentially.

Preferred Education, Experience and Skills:

Bachelor’s degree. Experience working in a professional or graduate school. Experience with Banner and GSPS.

Weekend Hours Required?

Occasional

Evening Hours Required?

Occasional

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

Thank you for your interest in employment at Yale University. Please also note that the university has a COVID-19 vaccination and booster requirement for all students, staff & faculty which is described in the COVID-19 Vaccine Program. As you search our open positions, you will see that all postings list their on-site addresses which gives more detail on the on-campus work location of the role.

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).

W.L. Harkness Hall, 3rd Floor, Room 303

100 Wall Street, New Haven CT 06511

203-432-0849

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Note

Yale University is a tobacco-free campus