Position Focus :

The Yale Alumni Association (YAA) is responsible for university-wide alumni relations programs and engagement of alumni volunteer leaders.

The Program Coordinator provides the full range of high-level administrative support to the Senior Director and other members of the Lifelong Learning & Travel team, who plan and implement virtual, travel, and campus-based educational programs for alumni under the Yale Alumni Academy umbrella.

The Program Coordinator supports the process of planning and marketing programs, liaises complex administrative details with third-party tour vendors, provides outstanding customer service to alumni program participants, prepares reports, and completes financial transactions related to these programs.

Specific responsibilities include : Serve as a primary administrative support for the program management process by performing planning tasks for alumni lifelong learning programs such as organizing complex travel and event logistics;

writing program descriptions and correspondence; and sourcing and distributing marketing materials and course materials.

Prepare and design presentations, program documents, and briefings using multimedia tools as needed. Create, update, and maintain surveys, webforms, and pages on the Yale Alumni Academy website.

Process and record financial transactions including participant deposits, payments, and refunds as well as vendor expenses, staff expenses, and overall program financial transactions.

Assist with online and telephone sales and customer service by responding to routine program inquiries and ensuring that participants receive timely and accurate information in a friendly and professional manner.

Assist with managing program registration data in Yale Alumni Academy’s proprietary database. Perform data entry, conduct data review, and reconcile travel program registrations with third-party tour operator vendors.

Ensure that alumni participation in Lifelong Learning and Travel programs is tracked in the proprietary database and the university’s alumni database.

Support the Senior Director and other members of the Lifelong Learning and Travel team by tracking deadlines, managing schedules, preparing correspondence, and other related tasks.

Cover Letter Required

The following principal responsibilities are generic in nature; applicants will find the information in this Position Focus to be most relevant to the position.

Dept / Section URL

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Essential Duties

1. Oversees and coordinates program activities. Establishes, selects, implements, and coordinates administrative functions, procedures, and systems.

2. Based on knowledge of and experience with program activities, objectives and staff, serves as principal source of information on policies, procedures, programs and office activities.

Establishes and maintains professional relationships with internal and external contacts. 3. Processes and monitors expenses and ensures adherence to budgetary guidelines.

Prepares budget drafts based on existing budgets. May oversee, coordinate and / or complete applications and materials needed for grant submission.

4. Composes substantive correspondence and written material. Determines sources of data. Compiles, synthesizes and manipulates data.

Summarizes findings and writes, produces and distributes reports or portions of reports. May create simple databases. 5.

Provides editorial support for a journal / publication. Proofreads and edits material for grammatical and factual accuracy.

Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work.

6. Oversees, instructs, and coordinates activities of support staff. 7. Ensure compliance with University, Federal, and State guidelines, rules, and regulations.

8. May perform other duties as assigned.

Required Education and 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's degree in a related field;

or an equivalent combination of experience and education.

Required Skill / Ability 1 :

Strong interpersonal skills and ability to work collaboratively with a variety of people to achieve common goals. Ability to work independently and contribute to team objectives.

Commitment to an inclusive workplace. Ability to engage with diverse audiences (age, gender, nationality, race / ethnicity, profession, sexual orientation, etc.).

Required Skill / Ability 2 :

Strong oral and written communications skills. Ability to convey complex logistical details clearly and concisely both verbally and in writing.

Ability to provide excellent customer service via phone, email, and in person.

Required Skill / Ability 3 :

Exceptional organizational skills, accuracy, and attention to detail. Ability to meet deadlines, juggle multiple projects simultaneously, and tolerate interruptions.

Ability to work independently. Ability to maintain strict confidentiality.

Flexibility and agility in response to new situations and changing work demands. Ability to work in a high-pressure environment while maintaining accuracy and professionalism.

Demonstrated ability to show initiative and to learn new skills.

Required Skill / Ability 5 :

Strong computer skills including tools such as Microsoft Outlook, Word, Excel, PowerPoint, Drupal, , Workday, and Advanced skill level with one or more software platforms including e-mail, spreadsheets, word processing and web content management systems.

Ability to master new IT tools, resources, and databases.

Preferred Education, Experience and Skills :

Knowledge of the University’s organization as well as YAA’s primary alumni relations programs. Proven experience with alumni affairs and / or affinity travel programs.

Familiarity with Yale online tools including Hopper and other tools. Facility with event planning and / or organizing educational programs.

High aptitude for learning new software platforms.

Weekend Hours Required?

Occasional

Evening Hours Required?

Occasional

Drug Screen

Health Screening

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements.

All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

COVID-19 Vaccine Requirement

The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here :

Posting Disclaimer

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position.

Employees will be assigned specific job-related duties through their hiring departments.

Last updated : 2024-05-22