Program Coordinator

Detailed Job Listing:

job family: Clerical & Technical  

STARS Requisition: 45498BR
University Job Title: Senior Administrative Assistant 
Department Job Title: Program Coordinator 

Grade: D

Position Focus: 

Provide a wide range of complex program and administrative support to the Yale School of Management (SOM) Development and Alumni Relations (D&AR) team. Reports to the Associate Director of Development and Alumni Relations (Events Manager).

Essential Duties: 

  1. Interact frequently with the Dean’s Office, as well as with alumni, students, faculty, senior administration, and administrative personnel in a fast-paced, high-volume, deadline-driven environment.
  2. Provide administrative support to the Associate Director of Development and Alumni Relations (Events Manager). Assist in the planning and execution of all D&AR events including Reunion Weekend, Donaldson Alumni Volunteer Convocation, Donaldson Fellows Program, alumni-student engagement events, global chapter events, and other special events as required. Follow processes to ensure the delivery of successful and well organized events.
  3. Maintain departmental event pipeline. Share information with other departments as appropriate and identify opportunities for collaboration (e.g., Admissions, Career Development Office, and Dean’s Office).
  4. Assist with the planning and execution of major alumni events featuring the Dean, senior administration, faculty members, distinguished alumni, donors, and volunteer-led global chapter events. For events involving the Dean, coordinate with research team and frontline fundraisers to prepare the Dean with extensive background information about event attendees. Coordinate background materials for the Dean necessary for meetings with alumni and other constituents of Yale, such as confidential briefings, bios and additional information as requested.
  5. Support event planning stages and processes to ensure the delivery of successful and well organized events, including planning, promotion, preparation, execution and reconciliation. Initiate, coordinate and oversee complex logistics, including but not limited to space rental, catering, printing, shipping, transportation, equipment rentals, audio-visual services, seating plans, and event registration. Prepare onsite materials such as nametags, registration lists, seating cards, etc. 
  6. Support alumni volunteers with event logistics. Coordinate with vendors, prepare and send event materials, export registration lists from event management system, assist with reimbursements, obtain photos of the event, and reconcile attendance lists for entry into the DARCY (Blackbaud) alumni database.
  7. Assist with preparing event budgets and provide periodic progress reports to team members for each event project. Keep track of event finances including check requests, invoicing, reimbursements, and reporting. 
  8. Manage timely reconciliation of all post-event processes.
  9. Work with the other Alumni Relations program coordinator to hire student workers. Assign tasks and work schedule.
  10. Update alumni contact information in the alumni directory as directed.
  11. Greet guests and independently determine the priority of incoming telephone calls, mail, messages, faxes, and direct to appropriate personnel within the school and across the university.
  12. Assist with running queries and exporting reports on HOPPER that pertain to alumni activity related to the school or job/industry inquiries.
  13. Format, keyboard, proofread, and edit correspondence and other material with a high level of grammatical and factual accuracy. Draft correspondence, prepare spreadsheets and PowerPoint presentations.
  14. Coordinate and schedule internal and external meetings and conference calls.
  15. Conduct internet research and compile relevant background materials for meetings, events and projects.
  16. Serve as a member of the Development and Alumni Relations support team and provide back-up for other team members. Perform additional functions incidental to activities in the Development and Alumni Relations office to maintain high level of support.

Required Education & Experience: 

Six years of related work experience, four of them in the same job family at the next lower level and a high school level education; or four years of related work experience and an Associate degree; or little or no work experience and a Bachelor degree in a related field; or an equivalent combination of experience and education.

Required Skills & Abilities: 

  1. Superb organizational skills with ability to take initiative, work independently, and demonstrate excellent follow-through. Ability to prioritize and multi-task to meet demands in fast-paced environment, and successfully complete tasks in a timely and efficient manner.
  2. Superb written and oral communications skills, with excellent attention to detail. Writing sample required at interview. Superb proofreading and editing skills, grammar, and spelling.
  3. Superior customer service orientation and public relations skills; ability to work with internal and external constituencies in pleasant, efficient and positive manner. Team player that works well with other members of the staff.
  4. Excellent computer skills and Microsoft Suite: Word with emphasis on complex mail merges, Outlook (Calendar), Excel and PowerPoint. Ability to maintain a very high degree of accuracy.
  5. Event planning skills: identifying venues, organizing catering and audio-visual support, preparing and printing materials, drafting event/program flows, managing attendance and registration systems. Occasional evening and weekend work required to prepare for, deliver and support Reunions, regional programs, meetings and special events.

Preferred: 

Bachelor’s degree with minimum of two years’ experience in an event planning environment. Global orientation; experience working across countries and regions, and fluency in more than one language.

Competencies:

  • Customer Service Focus – Listening carefully to and understanding customers’ needs and proactively responding to those needs in a consistent and timely manner.
  • Teamwork/Communication – Working cooperatively to achieve common goals. Support cooperation, collaboration and the sharing of information.
  • Product Excellence – Provide the best quality product available and continuously upgrade standards to maintain quality.
  • Leadership – Provide direction and motivation to others through communication, modeling appropriate behavior, optimism and high achievement.
  • Innovative – Openness to new ideas and their implementation. Ability to react and adapt to changing situations appropriately.
  • Strategic Thinking – Recognize opportunities, identify critical, high pay-off activities and prioritize them to attain goals.

Apply Now