Job Family: Clerical and Technical
STARS Requisition: 92394BR
University Job Title: Program Coordinator 2, Expert Resource
Department Job Title: Admissions Program Coordinator
Grade: E
Work Model: Hybrid: 60% on campus, 40% remote
Position Focus:
With minimal supervision and specialized, expert subject matter knowledge of admissions events, processes, and budgets, the Admissions Program Coordinator organizes, plans, and oversees recruiting events that take place domestically and internationally, and provides support for MBA admitted student events. Distributes work to other C&T staff, interns, and student workers. Responsible for crafting correspondence, record-keeping, and data tracking related to admissions events. Some overtime and Saturdays required.
Essential Duties:
- Coordinate logistics for MBA fairs, school-specific receptions, and major events, including scheduling venue reservations, catering, A/V equipment selection, invitations, speaker and attendee confirmation, and other related tasks. Follow up routinely with all participants to insure optimal execution. Coordinate on-site logistics and material mailing for each event.
- Send out bids for domestic and international off-campus events, securing the best possible venue at a competitive price. Draft program budgets and monitor expenses to ensure adherence to budgetary guidelines.
- Using relevant university systems and other reporting tools, oversee admissions event expenses and other relevant information for events, including tracking expenses for individual events, arranging payment for supplies and services, following up with vendors, staff and other offices as needed, generating reports on expenditures. Establish, implement, and coordinate procedures to ensure compliance with all university budget regulations and reporting requirements as appropriate for events coordination. Convert foreign currencies into U.S. dollars during bid evaluation for comparison purposes.
- Handle special confidential correspondence and domestic and international travel arrangements for Assistant Dean and Admissions officers. In conjunction with these duties, develop and maintain working relationships with a variety of individuals, corporations, or agencies outside Yale University.
- Provide departmental support and assign staff on other projects and initiatives, i.e., onsite campus visits, telephone, email inbox and training coverage. Train new staff on office procedures, e.g., financial transactions, preparing materials for interviews and campus visit days, and the Yale SOM Admissions Welcome Desk.
- Respond to admissions inquiries or, when appropriate, direct calls and correspondence to appropriate parties, based on independent determination. Maintain confidential files for admissions officers.
- On a regular basis, serve as principal source of information about admissions events to applicants, students, staff, faculty, and alumni. Lead a team of C&T staff to plan the prospective student interview schedule, room layout, and provide the admissions officer traveling with the required information needed while on remote location to facilitate the interviews.
- With expert knowledge, serve as source of information on admissions policies, procedures, and SOM academic and extracurricular programs to inquiries, applicants, admitted applicants, and new enrollees.
- Provide support to admissions officers for admissions and other relevant activities.
- Participates in other high-volume admissions office activities as required.
- Perform additional functions incidental to activities in the Admissions Office to maintain the highest level of support. Serve as member of the Admissions Team and provide back-up support as needed.
Required Education & 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.
Required Skills & Abilities:
- Ability to work with a variety of computer applications. Proficient in spreadsheet software. Strong technical skills in Microsoft Outlook, Word (including merges), Excel in Windows environment, and Outlook (Calendar).
- Exceptional interpersonal skills and strong oral and written communication skills. Ability to react and adapt to changing situations appropriately. Team player with ability to represent the school well in working collegially with peers and colleagues within and outside the university.
- Strong independent judgment and capacity to take initiative in a “multi-tasking” environment with minimal supervision. Very strong detail orientation.
- Ability to relate comfortably and knowledgeably with a wide range of individuals in high-level academic and/or professional positions. Absolute discretion with confidential information and materials.
- Ability to distribute assignments to other C&T staff and to provide guidance and oversight in the completion of this work. Ability to adapt to changing work environment and responsibilities and work successfully in a fast-paced environment.
Preferred:
Prior Yale University or other experience in academic or corporate environment, or in admissions office, database experience. Experience with A/V equipment. Bachelor degree.
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.