Job Family: Clerical and Technical
STARS Requisition: 87344BR
University Job Title: Program Coordinator
Department Job Title: Program Coordinator for The Broad Center at SOM
Grade: D
Position Focus:
The Program Coordinator is a core member of The Broad Center's (TBC) at Yale School of Management (SOM) program team, with responsibility for providing operational and administrative support and coordination for the Center’s two tuition-free leadership development programs for public education leaders in urban school systems, the Master’s in Public Education Management, and the Fellowship for Public Education Leadership. Reporting to the Director of Academic and Student Affairs, The Broad Center and in close partnership with the Associate Director, The Broad Center, the Program Coordinator will support curricular and extracurricular programmatic activities to ensure that each element directly supports the program's mission and creates a positive participant experience.
Essential Duties:
- Support the implementation of all program activities (e.g., Residence & Fellowship in-person, on-campus weeks, and virtual sessions) to ensure a seamless operational experience for faculty and students. (e.g., AV/media services, meal services on and off campus, room reservations, hotels, transportation, program materials, team travel booking, speakers, business expenses, photography, room reservations, reimbursing guests, etc.). Independently solve problems and address issues as they arise. Program weeks will require overtime hours.
- Prepare materials for events and programs (binders, biographies, reading materials, and agendas). Track the activities of multiple projects and programs and report on a regular basis the status of projects, timelines, and completion of projects. Support logistics for program virtual sessions (e.g. orientations, class days, etc.) and Colloquia courses on Canvas (Yale's learning management system).
- Use the university’s electronic systems for expense management, travel booking and placing orders with vendors. Collect receipts for reimbursement of travel and monitor reimbursement to Yale. Work closely with department’s business office in execution of all financial transactions. Prepare all documents in accordance with university policies and procedures.
- Serve as liaison with all levels of administration, staff, and outside vendors for programs and events, participant accommodations, airport travel, and other needs.
- Schedule and coordinate meetings and appointments.
- Assist with classroom exercises and set-up. Ensure faculty course materials and syllabi are posted to learning management system and distributed to students. Secure/purchase teaching material and obtain copyright permissions from publishers.
- Gather, compile, organize, and manipulate data to create reports or summaries. May design and set up spreadsheets and graphics. Create slides or make changes to enhance PowerPoint presentations with graphics.
- Order supplies and equipment for program usage.
- Prepare/drop off outgoing mail and packages at mailroom and pick up, sort, and distribute incoming mail.
- Perform other responsibilities and 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 of experience and education.
Required Skills & Abilities:
- Excellent computer skills including well developed knowledge of Windows and Microsoft products: Word, Excel, Outlook (Calendar) and PowerPoint or equivalent. Internet navigation skills.
- Excellent proofreading, editing, and writing skills for drafting material. Writing sample required at interview. Ability to communicate orally and in writing in a clear, grammatically correct, and professional manner. Ability to represent the school professionally at events.
- Excellent attention to detail and accuracy, demonstrated ability to concentrate and perform with constant and varied interruptions. Ability to effectively prioritize and take initiative and anticipate actions needed. Ability to properly use independent judgment.
- Superior interpersonal skills with outward facing demeanor. Ability to work independently and create good relationships as a representative of the program.
- Ability to function independently and effectively while engaging successfully as a team member in a fast-paced and changing environment.
- Must be able to meet program overtime requirements (e.g., 9 weeks of in-person program for Master's & Fellowship annually, including evenings, and 10 days of virtual sessions) and/or flex schedule to provide coverage as needed.
Preferred:
Experience with event support. Professional experience with K-12 public education. Proficiency with Salesforce, Qualtrics, and Canvas. Web maintenance skills. Experience with customer management systems and Yale’s electronic systems (Workday).
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.