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Program Coordinator for YPFS and MMS

Job Family: Clerical and Technical  

STARS Requisition: 76900BR 
University Job Title: Senior Administrative Assistant
Department Job Title: Program Coordinator for YPFS and MMS  

Grade: D

Position Focus: 

The Program Coordinator provides high-level administrative support for the Yale Program for Financial Stability, Master of Management Studies in Systemic Risk Program, and faculty members including assistance with teaching and research, editing, programs and conferences, and financial transactions. This position is under the supervision of faculty and the Associate Director, Yale Program on Financial Stability and Master of Management Studies.

Essential Duties: 

  1. Provide high level administrative support of the daily operations. Such support includes managing complex calendars, scheduling complex meetings, coordinating activities for conferences, complex travel arrangements, event materials, catering, processing of transactions including P-card transactions, check requests, third party travel reimbursements and invoices.  
  2. Working collaboratively with the Associate Director, the Program Coordinator will support the Faculty Director and affiliated YPFS faculty. Works closely with the YPFS team to conduct program research, draft proposals, and contracts, and serves as a point of contact for the YPFS Advisory Board. 
  3. Schedule and coordinate meetings and appointments (in multiple time zones). Coordinate and communicate with internal and external entities to ensure required arrangements are optimally executed.
  4. Establish and implement procedures and systems; serve as principal source of information on policies, procedures, and office activities.
  5. Receive and direct distinguished visitors with a high level of professionalism. 
  6. Serves as the main organizer for Finance Faculty recruiting and seminars; requires travel.
  7. Develops strong working relationships with the university, vendors, central banks, regulatory agencies, faculty, and potential students.
  8. Research and fact check cases and current events. Proofread and edit a variety of material for grammatical and factual accuracy, may work with co-authors, editors, and research associates to coordinate deadlines.
  9. Support assigned courses as session coordinator. Using Zoom (or other video conferencing communications) schedule class, create Zoom links for course meetings, virtually (or in-person) attend class and monitor or set up for session, support faculty with logistical issues, and communicate with students via Zoom chat (as needed and directed by faculty member), alert Media Services of any technical problems in the Zoom room, and moderate participation.
  10. Perform large mail merges for letters of recommendation, recruitment, and other correspondence.
  11. Work closely with the Master of Management Studies in Systemic Risk faculty, staff, and students. Provide administrative support for MMS Systemic Risk orientation, commencement, and student events.
  12. Contributes to the development and improvement of innovations and program enhancements that will improve customer satisfaction, program effectiveness, and operational efficiency.
  13. 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.
  14. Use the University’s electronic systems for expense management, travel booking and placing orders with vendors. Collect receipts for reimbursement of travel (domestic and international) and monitor reimbursement to Yale. Work closely with department’s business office in execution of all financial transactions. Prepare all documents in accordance to University policies and procedures.
  15. Coordinate logistics for faculty travel. Organize complex itineraries using research gathered on complicated flight availability and determine the feasibility of connecting several events within one trip.
  16. Update faculty web sites and links as directed by faculty member.
  17. Identify problems with workflow, equipment and environment and make suggestions for improving the workplace. Contribute to the management of ordering, stocking, and distribution of office and kitchen supplies, and incoming and outgoing mail and packages.
  18. Perform back-up support and additional duties incidental to office activities as necessary to maintain highest level of customer service.

Required Education & Experience: 

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

Required Skills & Abilities: 

  1. Excellent computer skills including intermediate to advanced proficiency of Windows and Microsoft products: Word, Excel, Outlook (superior Outlook Calendar skills) and PowerPoint or equivalent. Internet navigation skills and library research skills. Ability to perform basic classroom AV support.
  2. Excellent proofreading, editing, and writing skills for drafting material. Ability to communicate orally and in writing in a clear, pleasant, grammatically correct, and professional manner. Writing sample required at interview.
  3. Superior interpersonal skills and welcoming manner. Ability to represent the School professionally at events. Ability to regularly solve problems, take initiative and anticipate actions needed.
  4. Superior multi-tasking capability. Excellent attention to detail and accuracy with demonstrated ability to concentrate and perform with constant and varied interruptions, ability to prioritize to meet deadlines and conflicting demands in an organized manner.
  5. 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 overtime requirements and/or flex schedule to provide coverage as needed. Excellent attendance.

Preferred: 

Bachelor’s Degree. Ability to travel to facilitate faculty recruiting. Working knowledge of Yale policies and procedures; experience with event support. Experience with electronic course content system. Experience with expense management.

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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