Assistant Director, Graduate School Admissions

Position Focus :

Reporting to the Director of Admissions, the Assistant Director of Non-Degree Programs is responsible for all operational aspects of non-degree programs at the Graduate School of Arts and Sciences (GSAS).

Non-degree student programs at GSAS in the Division of Special Registration (DSR) include Visiting Assistants in Research (VAR), Exchange Scholars, Visiting Students, and IvyPlus Exchange Scholars.

Many non-degree students are international students, with immigration requirements specific to their student status. This position is remote / hybrid, with preference given to candidates in / near Connecticut. Duties include :

Overseeing management and maintenance of the Division of Special Registration’s application infrastructure (Slate). This includes overseeing data integrations with Banner and other campus systems, ensuring comprehensive materials collection, and upholding compliance standards.

Overseeing all operational aspects of the non-degree programs at the GSAS, ensuring strict adherence to established policies and procedures.

This role encompasses strategic planning and daily management, ensuring smooth functioning of non-degree programs.

Serving as the departmental expert on all Visiting Assistants in Research (VAR) applications. Ensuring all applications meet compliance standards and providing guidance on best practices and regulatory requirements.

Lead in departmental communications with applicants, managing all interactions with professionalism and efficiency to ensure a seamless application experience.

Providing expert-level support to departmental registrars and faculty, offering guidance and assistance on a range of issues related to student registration and program administration.

Addressing and resolving issues related to non-degree applicants independently. Taking initiative to troubleshoot ensuring timely and effective resolution.

Managing and maintaining the non-degree admissions inbox and ensuring that all inquiries are addressed promptly and accurately.

Assisting incoming students with onboarding processes, including resolving questions regarding IDs, credentials, and other necessary documentation to ensure a smooth transition into the program.

Revising non-degree student start and end dates as required, adjusting schedules as needed to accommodate changes or special circumstances.

Acting as the departmental liaison to various internal campus partners, including the Office of International Student Services (OISS), University Registrar’s Office, Office of General Counsel, Office of Research Administration, Campus Health, and other relevant entities.

Verifying all DSR students are properly registered and compliant with health and immunization requirements, ensuring all necessary documentation / records are current and complete.

Actively participating in regular meetings and training activities related to the non-degree program, contributing insights and staying informed on best practices and policy changes.

Collaborating with OISS to manage all immigration requirements specific to international students' statuses ensuring all necessary regulations are met to maintain eligibility.

Serving as a strategic partner to the leadership of the department, providing support, insights, and recommendations to enhance strategic initiatives and goals.

Managing special projects, identifying problems and engineering innovative solutions. Taking ownership of projects from inception to completion, ensuring successful outcomes and continuous improvement.

Developing and implementing efficiencies for the application process, leveraging data and feedback to streamline workflows and enhance the overall applicant experience.

Assisting with various aspects of the graduate admissions process during peak times, providing additional support and flexibility to manage increased workloads and ensure timely processing.

Performing other duties as assigned.

Essential Duties

1. In support of the overall mission, plans, directs and oversees programmatic activities. 2. Develops, implements, and maintains operational policies and procedures.

3. Manages program communications; identifies outreach potential, and promotes philanthropic and collaborative support of the program.

4. Works closely with leadership, internal and external colleagues, and community residents to further develop and implement strategic plans.

5. Identifies, solicits, and cultivates community partnerships and collaborations to assist in the development and growth of the program.

6. Tracks all program activities and regularly informs leadership of progress on each initiative. Recommends structural or programmatic adjustments, changes or additions based on full knowledge of missions, goals, and objectives.

Develops metrics to identify and measure the success of the program. 7. Assists in identifying and evaluating potential future funding sources, and contributes to the submission of grants and contracts supporting the program, including the annual submission and writing of all content areas and budgetary sections of grant applications.

8. Develops and manages the program's operating budget. 9. Manages the administrative infrastructure of the program. Manages human resources including staffing and hiring, supervision, performance development, counseling and discipline, if warranted.

Oversees and manages information systems, facilities, and space needs. 10. May perform other duties as assigned.

Required Education and Experience

Bachelor's Degree in a related field and two years of related demonstrated experience or an equivalent combination of education and demonstrated experience.

Required Skill / Ability 1 :

Highly analytical and organized. Demonstrated ability to solve problems and develop efficient and sustainable systems and processes.

Required Skill / Ability 2 :

Conscientious with excellent attention to detail. Excellent verbal and written communication. Demonstrated critical and strategic thinking and administrative skills.

Excellent listener with demonstrated desire to learn and improve.

Required Skill / Ability 3 :

Proven ability to work in a team and independently to manage multiple priorities. Demonstrated positive attitude and commitment to working as a team.

Excellent organizational and interpersonal skills. Ability to work with harmoniously with staff, students, faculty, visitors, University offices and external organizations.

Required Skill / Ability 4 :

Ability to manage projects, identify problems, engineer solutions, and set and adhere to timelines.

Required Skill / Ability 5 :

Proven ability to handle confidential information, including personal and financial information.

Preferred Education, Experience and Skills :

Demonstrated experience with international students, including immigration / visa compliance. Slate admissions CRM power user;

Slate captain preferred. Demonstrated experience working in a higher education setting.

Drug Screen

Health Screening

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

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 :

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.