Program Coordinator, Shared Interest Groups

Yale Alumni Association Program Coordinator

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The Yale Alumni Association (YAA) is responsible for university-wide alumni relations programs and engagement of alumni volunteer leaders. The Program coordinator provides high-level support to the Senior Director and other professional staff for Shared Interest Groups (SIGs) who work with alumni volunteers and organizations based on shared identity (Black, Latino, LGBT, etc.) and interest (professional or student activity affiliations). YAA Shared Interest Group activities include volunteer management, communications, conferences, and engagement programs in New Haven and around the world.

Key responsibilities of the position include:

• Serving as the primary point of contact and principal source of information for inquiries related to programs and events, independently answering questions regarding policies, procedures, registration, and involvement opportunities;
• Overseeing and coordinating communications process for programs and events, including drafting and updating templates and communications, and issuing targeted follow-ups and reminders to volunteers;
• Working with project management software to maintain data, troubleshoot data issues, and ensure post-event records are captured accurately, but to also maintain workflows and track deadlines
• Overseeing day-to-day administrative office tasks including ordering office supplies, processing financial transactions such as reimbursements, downloading and maintaining budget reports, interoffice university fund transfers, and expense reports;
• Coordinating events including clarifying event requirements, arranging logistics, being the point of contact for inquiries, and overseeing registration processing, customer service, financial transactions, data review and reconciliation, and on-site event support;
• Providing travel support for staff and alumni volunteers/speakers, including venue research, making reservations, and processing expenses;
• Maintaining web pages for events and programs, creating and sending broadcast email communications, and posting on social media channels related to YAA SIG programs;
• Updating SIG related data in university's alumni database and exporting data reports to support staff and alumni volunteers.

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

Required Skills and Abilities 1. Excellent interpersonal skills. Commitment to an inclusive workplace. Ability to engage with diverse audiences (age, gender, nationality, race/ethnicity, profession, sexual orientation, etc.). High level of cultural competence or willingness to learn.

2. Excellent oral and written communications skills, ensuring that communications are thorough, helpful, and reinforce YAA's mission. Ability to provide excellent customer service via phone, email, and in person.

3. Outstanding organizational skills, accuracy, and attention to detail. Demonstrated ability to meet deadlines, juggle multiple projects simultaneously, and tolerate interruptions. Ability to work independently as well as to collaborate and contribute to team objectives. Ability to maintain confidentiality.

4. Demonstrated flexibility and agility. Ability to adapt readily to changing work demands and balance projects in a high-pressure, fast-paced environment while maintaining professionalism. Demonstrated ability to show initiative and to learn new skills. Intermediate to advanced computer skills including tools such as Microsoft, Outlook, Word, Excel, PowerPoint, Teams, and Zoom.

5. Demonstrated experience with multiple software types, such as relational databases, broadcast e-mail tools, design tools, or event registration. Ability to master new IT tools, resources, and databases as needed.

Preferred Skills and Abilities Knowledge of Yale and YAA's alumni relations programs. Experience with alumni affairs or volunteer management. Familiarity with Yale systems such as Workday and Hopper. Facility with data analysis. Experience with social media in a professional environment and a willingness to learn new technologies (e.g., Canva, Zoom, Eventbrite, Qualtrics, Monday.com). Familiarity with graphics and design concepts.

Principal Responsibilities

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 degree in a related field; or an equivalent combination of experience and education.

Job Category Administrative Support

Bargaining Unit L34

Compensation Grade Labor Grade D

Compensation Grade Profile Hourly Range $31.83

Time Type Full time

Duration Type Staff

Work Model Hybrid

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.

Health Requirements Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.

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 position. Employees will be assigned specific job-related duties through their hiring department. The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual's sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran. Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note Yale University is a tobacco-free campus.