Posted:
4/14/2026, 3:59:53 PM
Location(s):
Connecticut, United States ⋅ New Haven, Connecticut, United States
Experience Level(s):
Junior ⋅ Mid Level
Field(s):
Mechanical Engineering
Workplace Type:
Hybrid
Pay:
$36/hr
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Overview
Working closely with the Directors of Graduate Studies (DGS) and reporting to the SEAS Student Services Officer, the Graduate Student Registrar manages a portfolio of SEAS departments, including Mechanical Engineering (ME) and Materials Science (MS) and serves as the subject matter expert and principal source of information regarding the department(s) graduate program's academic, administrative, financial, and procedural matters for graduate students, faculty, and staff by providing substantial interpretation of complex academic regulations. The registrar is responsible for providing expert interpretation of complex academic regulations, ensuring compliance with university policies and procedures. This role involves coordinating academic, administrative, financial, and procedural matters for students and faculty, managing student records, and maintaining databases. Independently coordinating the registrar functions for the department’s graduate program by providing high level administrative and data-driven support to the DGS, faculty, staff and graduate students. The Graduate Registrar is expected to act independently of the DGS and will be the lead person for student contact. Responsibilities require understanding of university policies and procedures and federal funding regulations pertaining to fellowships and training grants. Performs all duties with limited supervision and direction. Performs other duties and special projects as assigned.
Serves as the primary coordinator for the progress of graduate students toward their PhD, a complex long-term (5- 6 year) process for each student, often with substantial variation per student and multiple shorter-term projects for each. Additionally, this position serves as the primary coordinator for the progress of master’s students. Serves as the primary contact for students for courses, progress towards graduation, qualifying exams, committee meetings, and thesis submission and monitors student progress on departmental/graduate school requirements for their M.S. or Ph.D. degree, ensuring that critical deadlines and submissions are met.
Independently updates departmental publications including the Graduate Student Handbook, the ME and MS sections of the Graduate School Program and Policies Handbook on the web and in Word.
This data-driven position maintains confidential student files using a shared drive system. develops and maintains detailed academic and financial matrices in Excel, tracks student and course data using several centralized systems (e.g. AppX, Canvas, CourseLeaf, DPR, GFS, FSA, NOR, TFS) and maintains a library of Qualtrics surveys. Gathers, analyzes, calculates, and enters student funding into the Graduate Financial System (GSF) with an eye for the impact on grant reporting and tax implications. Writes funding overview explaining funding requirements for each student year and proactively contacts faculty advisors to advise them on their financial responsibilities for stipend and tuition based upon guidelines and complex funding matrix. Assigns ME and MS teaching assistants each year in support of their 2-term teaching requirement using the Teaching Fellow System (TFS).
The Registrar acts as a liaison with university offices, ensuring timely and accurate completion of academic and financial processes.
Required Skills and Abilities
1. Proven time management skills with the ability to plan, prioritize, and execute complex tasks without supervision. Ability to make informed decisions, take initiative, and follow-through. Responsible and reliable with the ability to handle sensitive and confidential subject matter in a discrete and professional manner.
2. Excellent interpersonal skills and ability to interact effectively with students, faculty, and staff at all levels of the organization. Proven ability to work independently and as part of a team to proactively ensure programs, projects and assignments are completed accurately and in a timely manner.
3. Demonstrated 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 and to enter and maintain complex financial records. Demonstrated ability to handle multiple tasks, prioritize workload and consistently meet deadlines.
4. Intermediate proficiency with Microsoft Word, Excel, Outlook, PowerPoint and web browsers. Experience with Slate in support of the academic admissions process. Demonstrated ability to proactively adopt new technology and tools that will better support the program. Ability to manage student-related data gathered from multiple and various sources.
5. Ability to interpret and communicate complex federal regulations, policies and procedures. Proven ability to obtain the necessary information to complete complex tasks by consulting written materials and expert sources.
Preferred Skills and Abilities
1. Department registrar, financial and analytical experience.
2. Work experience in the Yale School of Engineering and Applied Science.
3. Experience with Qualtrics survey creation and support, using shared file systems, video conferencing, room reservation systems, and “smart form” programs.
4. Experience with registrar-specific programs such as CourseLeaf, DPR, AppX, Canvas, FSA, NOR, Online Section Management.
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
04/15/2026Job Category
Administrative SupportBargaining Unit
L34Compensation Grade
Labor Grade ECompensation Grade Profile
Hourly Range
$35.64Time Type
Full timeDuration Type
StaffWork Model
HybridBackground 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.
Website: https://www.yale.edu/
Headquarter Location: New Haven, Connecticut, United States
Employee Count: 10001+
Year Founded: 1701
IPO Status: Private
Last Funding Type: Grant
Industries: Association ⋅ Business Development ⋅ Education ⋅ Medical ⋅ Social Entrepreneurship
Visa Sponsorship: Sponsors work visas