Program Coordinator, Executive Education

Detailed Job Listing:

job family: Clerical & Technical  

STARS Requisition: 44135BR
University Job Title: Program Coordinator   
Department Job Title: Program Coordinator, Executive Education  

Grade: D

Position Focus: 

The Program Assistant, reporting to the Assistant Director of Program Operations, will assist the Program Manager(s), working in conjunction with the Director of Program Operations, to support the curricular and operational aspects of executive education programs for the Yale School of Management executive education clients, both domestic and international programs. Programs may be delivered in-person and/or online.

Essential Duties: 

  1. Working collaboratively with the Assistant Director of Program Operations, the Program Assistant will support the Program Managers for assigned executive education clients.
  2. Work closely with the Executive Programs team to conduct program research, draft proposals and contracts, as directed. 
  3. Coordinates travel logistics, room and meal planning, and local transportation for assigned clients and projects, as directed by the Program Manager.
  4. Develops strong working relationships with the university, vendors, international stakeholders, faculty, and clients. Develop and maintain positive rapport with executive programs staff. 
  5. Coordinates all details to ensure operational excellence of the programs. Works closely with Program Managers to support the timely compilation, production and distribution of course materials.
  6. Contributes to the development and improvement of innovations and program enhancements that will improve customer satisfaction, program effectiveness, and operational efficiency.
  7. Serve as onsite troubleshooter for client programs and individual program participants, working with the Program Managers and Assistant Director for Program Operations.
  8. As directed by Program Managers, monitor contracts and program budgets and expenses with suppliers for assigned clients.   
  9. As directed by the Program Managers improve and systematize documented operating processes and administrative protocols of the department and work to ensure compliance with school and university policies.
  10. Ensures that all assigned program and participant records are accurate and up to date.
  11. As needed and directed, research benchmarking data on pricing, services and programs in the market, to improve the department’s delivery of services.
  12. Other projects as assigned.

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.

Required Skills & Abilities: 

  1. Proficiency with Windows and Microsoft Applications: Outlook, Word, Excel and PowerPoint. Must be able to flex schedule to work nights and weekends as required for programs. Travel, including international travel, may also be required.
  2. Superior interpersonal skills to interact effectively and represent the school well with participants, faculty, administrators, and corporate contacts. Excellent project management skills.
  3. Possesses a positive and can-do attitude that supports the mission of the school. Proven ability to work successfully in a fast-paced and changing environment. A team player who works well with other members of the staff.
  4. Proven organizational skills, including the ability to organize and manage multiple projects and processes simultaneously. Excellent written and oral communications skills required. Writing sample required at interview.
  5. Ability to learn quickly, especially the ability to learn and use technology tools in the classroom. Ability to troubleshoot and resolve minor AV/IT problems as they occur.

Preferred: 

Experience managing major corporate client relationships and/or events, managing multiple projects simultaneously, and facilitating the delivery of world-class service. Access database skills. 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.

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